Executive Assistant 3, Senior

Summary

Executive Assistant 3, Senior

Fort Belvoir, VA

Chenega IT Enterprise Services (CITES) offers forward-thinking technology solutions to federal agencies and the DoD. Formed in 2016 to serve federal customers CONUS, CITES has grown quickly into a best practices leader for the modern federal enterprise.

Are you ready to enhance your skills and build your career in a rapidly evolving business climate? Are you looking for a career where professional development is embedded in your employer’s core culture?

If so, Chenega Military, Intelligence & Operations Support (MIOS) could be the place for you! Join our team of professionals who support large-scale government operations by leveraging cutting-edge technology and take your career to the next level!

The Executive Assistant 3, Senior will provide operations and administrative support services to the Project Director, Enterprise Services.

The Executive Assistant 3, Senior will manage calendars for senior leadership, manage supply, meetings, policies, and information, handle mail, coordinate correspondence, and many other ad hoc administrative support tasks.

Responsibilities

• Manage calendars for each PD, including preparation, dissemination, and tracking of invitations and presentation materials.
• Mail Handling : Pick up, sort, and deliver incoming mail at least once a week. Deliver all incoming mail to the appropriate personnel the same day it is picked up.

Coordinate, manage, and track all postal and courier services, including deliveries, receipt, recordkeeping, and other related activities.

Policy / Information Management : Prepare and maintain policy documentation; interpret and disseminate regulations; create training classes and maintain training records;

and create, update, and maintain templates.

• Meeting Management : Maintain procedures for scheduling and tracking the use of government meeting resources, including scheduling meeting rooms, coordinating IT support for conferences, and obtaining conference bridge phone numbers.
• Vehicles : Maintain procedures for scheduling, reserving, accessing, and tracking the usage of two government-operated vehicles.
• Visitor Control : Maintain visitor control, including, but not limited to reception and issuance of visitor PD ES badges, including coordination with the Night Vision Compound visitor center.

The reception desk must be manned at all times during regular business hours.

• Correspondence : Prepare, review, and coordinate official correspondence following Army Regulations 25-50 and other prescribed regulations and guidance.
• Supply Maintenance : Monitor office supplies to ensure adequate supplies to support daily operations. Coordinate restocking as necessary with the government credit card holder and requestor.
• Administrative Support : Provide administrative support for the PD, Deputy PD, and Product Leads, including, but not limited to executing schedules / travel orders / vouchers, answering phone calls, recording messages, and managing calendars for each PD / PL, including preparation, dissemination, and tracking of invitations and presentation materials.

This includes printing, distribution, and packaging of presentations, memorandums, and other documents.

Entry / Exit Monitoring : Provide administrative support to ensure the front door is manned at all times during normal office hours.

This task also includes maintenance of the visitor log.

• Training tracking : Track completion of required training for all personnel within ES, compiling roll-ups of training status from organizational POCs in PD ES.
• Task / Action Item Management and Tracking activities : Use the established mechanism to track and process recurring activities.

Must follow up with managers to ensure that mail, correspondence, requests, tasking, suspense, and assignments are completed (electronic or paper).

Ensure completed responses or extension requests are submitted in advance of suspense dates.

• Other consolidation and reporting : Other activities that consist of consolidating responses for submission to internal and / or external organizations.
• Maintain ES contact information in an alert roster and within the PEO EIS-provided online database.
• Update ES organization chart information within the PEO EIS-provided database.
• Other duties as assigned.

Qualifications

• Bachelor’s degree OR
• High school diploma or GED equivalent and an additional 4+ years of experience may be used instead of a degree
• 10+ years of relevant work experience
• Interim Secret clearance required

Knowledge, Skills and Abilities :

• Strong coordination, organization, teaming, and communication skills.
• Must have excellent organizational, scheduling, and prioritization skills and maintain a high level of confidentiality, ethics, and integrity.
• Ability to work well individually or in a group setting.
• Ability to work under pressure and with time constraints.
• Proficient with MS Word, Excel, Office, Outlook, AutoCAD, Visio, and MS Project 2007 programs.
• Ability to work independently without direct supervision or guidance.

How you’ll grow

At Chenega MIOS, our professional development plan focuses on helping our team members at every level of their careers to identify and use their strengths to do their best work every day.

From entry-level employees to senior leaders, we believe there’s always room to learn.

We offer opportunities to help sharpen skills in addition to hands-on experience in the global, fast-changing business world.

From on-the-job learning experiences to formal development programs, our professionals have a variety of opportunities to continue to grow throughout their careers.

Benefits

At Chenega MIOS, we know that great people make a great organization. We value our team members and offer them a broad range of benefits.

Learn more about what working at Chenega MIOS can mean for you.

Chenega MIOS’s culture

Our positive and supportive culture encourages our team members to do their best work every day. We celebrate individuals by recognizing their uniqueness and offering them the flexibility to make daily choices that can help them be healthy, centered, confident, and aware.

We offer well-being programs and continuously look for new ways to maintain a culture where we excel and lead healthy, happy lives.

Corporate citizenship

Chenega MIOS is led by a purpose to make an impact that matters. This purpose defines who we are and extends to relationships with our clients, our team members, and our communities.

We believe that business has the power to inspire and transform. We focus on education, giving, skill-based volunteerism, and leadership to help drive positive social impact in our communities.

Learn more about Chenega’s impact on the world.

Chenega MIOS News-

Tips from your Talent Acquisition Team

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