Executive Administrative Assistant (IBP/IC) - Clearance Required

Executive Administrative Assistant (IBP/IC) - Clearance Required

Logistics Management Institute | Arlington, VA, 22201, US

Posted 5 days ago

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Description

Overview

LMI seeks an Executive Administrative Assistant to support our OUSD(A&S) customer in Arlington, VA.

LMI is a consultancy dedicated to powering a future-ready, high-performing government, drawing from expertise in digital and analytic solutions, logistics, and management advisory services. We deliver integrated capabilities that incorporate emerging technologies and are tailored to customers' unique mission needs, backed by objective research and data analysis. Founded in 1961 to help the Department of Defense resolve complex logistics management challenges, LMI continues to enable growth and transformation, enhance operational readiness and resiliency, and ensure mission success for federal civilian and defense agencies.

Responsibilities

* Facilitate daily office operations (e.g., scheduling and coordinating meetings, calendar management, and general office logistics).
* Attend and participate in meetings, take meeting notes, record taskers and actions, and update the staff when necessary.
* Prepare briefings as appropriate.
* Plan events for national and international visitors to a U.S. government office.
* Organize meals, tours, programs, documents for distribution, audio-visual needs, transportation, translation services and accommodations as required.
* Work in conjunction with A&S Director of Business Operations, government sponsors of events, and existing protocol offices to provide support.
* Document best practices and practical guidance in an Event Planning guide for on-going use by the government office.
* Manage scheduling and disseminate changes in a timely manner to the appropriate staff. Review schedules proactively and make necessary changes. Interface with meeting attendees and stakeholders to coordinate and support meetings and other events.
* Review incoming and outgoing correspondence, including presentations, briefings, and reports; check for formatting, proofread, and edit as necessary; prepare documents for signature and ensure proper routing through the staff via hard copy and CATMS.
* Coordinate travel logistics and itineraries. Assemble a trip folder or book with background information, maps, details, and other travel information. Interface with the hotel, rental car company, travel agency, and other personnel to troubleshoot, update, cancel, and reconcile actions related to travel.
* Monitor travel-related expenses and ensure proper action is taken. Research and apply government travel policies, guidelines, and other controls, and disseminate to the staff to ensure compliance. Assist with developing and reconciling travel authorizations and vouchers.
* Update rosters, calendar invites, and address lists, and schedule new employee meet-and-greets with the team's leadership
* Gather forms, assist with training, provide information pertaining to creation requests for network access accounts, ensure equipment is issued, and assist with workspace and laptop set-up.
* Manage multiple assignments from multiple people in busy work environment.

Qualifications

* Secret clearance required with TS/SCI eligibility
* 5+ years of experience supporting senior DoD leadership
* Bachelor's degree preferred
* Excellent written, oral, and interpersonal communication skills.
* Prior experience providing administrative support to senior DoD leadership
* Excellent organizational skills, ability to establish and maintain working relationships with internal and external staff members, and the ability to work independently and take a proactive role
* Flexibility and ability to prioritize tasks according to senior staff requirements.
* Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and SharePoint
* A true team player who maintains a positive attitude in a dynamic environment
* High energy, enthusiasm, tact, ability to interact effectively with senior executives from Government and industry as well as Pentagon staff members.
* Ability to create and foster a cooperative work environment.
* Self-directed, detail oriented in completing assigned tasks, able to adapt to changing work efforts and manage impact of shifting priorities.

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EEO Statement

LMI is an Equal Opportunity Employer-all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.