Job Description ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please click the submit button and follow the next steps. VISTA Technology Services, Inc. (VISTA) is currently seeking an Executive Assistant to support our NAVSEA customer in Washington, DC. This position reports onsite at the Washington Navy Yard 5 days a week. This position requires an individual who is forward-leaning with strong administrative, project management, and communications skills and the ability to complete tasks and anticipate what comes next and how to support the need. They should be proactive, self-motivated, and be able to prioritize multiple tasks for numerous people in a fast-paced and high-demand environment. Responsibilities: The Executive Assistant is responsible for providing administrative support to the program's senior leadership team. They will coordinate the day-to-day activities and administrative functions, and are expected to work with limited direction, executing significant discretion and judgment in all aspects of their role. They will apply their DoD program knowledge and experience and utilize standard policies and procedures. Daily tasking will vary but will include:
- Provide detailed organization and management of DoN military and civilian leadership's calendars including organizing travel schedules, prioritizing and scheduling meetings, managing office resources, and completing expense reports
- Communicate and assist with managing and prioritizing the daily workload, adjusting for revised priorities, including preparing meeting materials, and maintaining continuity of office in their absence
- Attends senior level meetings, takes and disseminates notes, meeting minutes, and action items
- Track, organize, and prioritize action items and deadlines
- Prepare, format, edit, and track briefs, correspondence, and documentation
- Monitor internal and external tasks and requests for information
- Work independently and with a team to effectively manage multiple tasks within a dynamic and fast-pace work environment
- Pays strict attention to detail when composing and proofing materials, establishing priorities, and meeting deadlines.
- Leverages network and resources to accomplish objectives swiftly and effectively, participate in or lead team initiatives, as needed, and take initiative to improve operations and office best practices within established guidelines
- Utilize DoD Defense Travel Systems (DTS) to make travel arrangements for senior executives
- Utilize Defense Information System for Security (DISS) to coordinate and manage visit requests
Certificates/Security Clearances/OtherRequired:
- Active DoD Secret Clearance
Additional Qualifications/ResponsibilitiesQualifications:
- 4+ years of administrative experience as an executive assistant supporting senior leadership
- Experience providing administrative support to a DoD Acquisition Program Office
- Understanding of DoD leadership and knowledge of DoD organization, culture, and terminology
- Experience managing DoD senior military and program leadership's calendars
- Familiarity with Department of Navy (DoN) Records Management (RM)
- Familiarity with DoD and DoN correspondence guidance
- Knowledge of military protocol and correspondence
- Exceptional written and verbal communication skills
- Strong attention to detail and the ability to conduct quality assurance/quality control on their work and the work of others
- Ability to work under time constraints and resolve problems and conflicts and be flexible in their ability to adapt to ever-changing requirements
- Ability to professionally collaborate, interface, and communicate with all levels of personnel
- Experience using DoD Defense Travel Systems (DTS)
- Proficient using in Microsoft Office 365 (Excel, Word, PowerPoint, and Outlook), MS Teams, and SharePoint
- Active DoD Secret Clearance
Desired Qualifications:
- Bachelor's Degree
- Active Navy CAC, FlankSpeed, DTS, and DISS access strongly desired
- Prior experience supporting a NAVSEA program office
- Experience using Defense Information System for Security (DISS)
- Experience using PowerBI
- Knowledge of Navy ERP
Salary Range:
- $90,000 -130,000 annually
Applicants selected for this position will be subject to a government security investigation and must meet eligibility requirements for access to classified information. U.S. Citizenship is required. For this position, VISTA will consider only applicants with an active DoD security clearance.