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GLOBAL CONSULTING INTERNATIONAL (GCI) · 7 hours ago

Senior Executive Administrative Assistant

Arlington, VA

Full-time

Onsite

Senior Level, Lead/Staff

10+ years exp

GLOBAL CONSULTING INTERNATIONAL (GCI) is seeking a Senior Executive Administrative Assistant to provide senior administrative support for the F-35 Lightning II Joint Program Office. The role involves managing calendars, scheduling meetings, and handling sensitive information while ensuring effective communication with senior officials and stakeholders.

Consulting

No H1B

Security Clearance Required

U.S. Citizen Only

Responsibilities

Contractor personnel will interact with General Officers, Senior Executive Service (or equivalent) and industry executives regarding a myriad of matters. As such, the Contractor shall be familiar with military customs and courtesies, have strong oral and written communication skills, have experience with completing tasking associated with headquarters personnel and understand the Department of Defense processes. The Contractor will not be providing support to specific individuals, but completing tasking associated with the different JPO organizations

The Contractor shall perform a full range of general administrative and clerical tasking for the various F-35 JPO Program Management Offices (PMOs), and functional organizations

Calendar Management

Coordinate and schedule daily, short-term, and long-term schedules utilizing Microsoft Outlook. Compose calendars, schedules, itineraries, and arrangements

Calendar invites will be consistent throughout the JPO and include classification of meeting, purpose, invitees, meeting POC, who scheduled the meeting, etc. Recurring Meetings will be scheduled in 6 month increments to ensure refreshing of invitees

Maintain adherence to calendars, schedules, and actions to maximize use of time. Ensure schedules are up-to-date and resolve conflicting appointments

Collect briefings for the meetings within 24 hours of the meeting to be included in readahead binders (as requested)

Plan, coordinate, and organize events/meetings (on site and off site) for assigned F-35 JPO organization

Secure facilities and submit presentations as required by requesting staff within the prescribed time frame

Secure necessary equipment (projector, computer, etc.) to conduct briefing. Operate equipment (projector, computer, etc.) as required

Take attendance at meetings as necessary

Draft and distribute meeting minutes as necessary

Field Calls and Visitors

The Contractor shall respond to telephone calls, take messages when appropriate, and direct callers or visitors to requested Government staff

Plan and coordinate conference and office visits with distinguished visitors to the F-35 JPO

Staff & Administer Documents. Prepare and develop correspondence, reports, memorandums, presentations, ready- to-send emails, and other forms of communication for distribution across the organization

Review correspondence requiring the Senior Leader’s (or designee’s) signature for correctness, conformance to procedural and regulatory instructions, as well as perform quality checks for proper format, grammar, typographical errors, and necessary attachments

Properly monitor and track correspondence as required to ensure that all assigned suspense requirements are met. Perform quality control reviews of reports and documents, ensuring high quality correspondence. Distribute correspondence to designated recipients in accordance with approved guidelines and processes

Draft meeting minutes, distribute meeting documents, record action items and post meeting minutes, as necessary to participants

Maintain assigned files and record systems in accordance with approved guidelines

Maintain and track daily work schedule and responsibilities for Executive leadership headquarters leadership (General Officers and/or Senior Executives)

The Contractor shall have functional experience with the Defense Travel System (DTS) and immediate ability to complete needed tasks in the system. Contribute to the management of the DTS for the organization and use DTS as trained and directed to accomplish travel authorizations and vouchers. The Contractor shall ensure that Government travelers complete travel requests correctly

The Contractor shall be proficient in the commercially available, (Commercial off the Shelf (COTS)) Task Management Tool (TMT) upon which the JPO Task Management System, ETMS2, is based. Manage the organization’s ETMS2 using the format outlined in the organization’s operating instructions and ETMS2 training and instructions

Manage the organizations workflow mailbox and ETMS2 for issues and taskings and assign tasks to the appropriate JPO organizations for coordination. Provide weekly emails to all stakeholders on the first government business day of each week for all tasks due the current week. Prepare status slides for use during staff meetings by the close of business (COB) every week on the last government business day of the week. (Specific day of delivery may be altered on an exception basis with written approval of the COR.)

Check ETMS2 for new tasks daily and ensure new tasks are properly and timely assigned the same day, or within 4 business hours if received late in the day

Set up Video Tele Conferences (VTC), Microsoft Teams Meetings, Webex, Zoom, or any other platform utilized by the Government or commonly used within business environments within the United States

Schedule and maintain a calendar of assigned meeting spaces within the F-35 JPO. Conference Room Scheduling should be reviewed no less than quarterly and schedules should be published for staff to know what conference rooms are in the spaces, how many each room accommodates and what the schedule is

Greet and escort visitors as required. Coordinate with the organization’s Security Manager for visit requests

Monitor, track, update, and provide inventory control for office supplies that support the F-35 mission. The Contractor shall adhere to and ensure the procurement of the supplies are in accordance with AF and DoD procurement procedures, operations, regulations, and programs as identified in AFI 64- 117 AF Government Wide Purchase Card (GPC). The Contractor shall research and identify the items, draft purchase order (PO) requests, obtain Government approval, and submit the orders to the Government Credit Card holder for purchase. The Contractor shall prepare, control, and review procurement files for the purchase of the supplies and equipment, and resolve a variety of shipment, payment, or other discrepancies

Work with the Business Operations Directorate to provide in-processing and out-processing of the civilian, military, international partners and contractor personnel

Additional duties may include; completing tasking associated with programs such as security manager, records management, equipment custodian, etc. While these tasks may require active and hands on participation by contractor personnel, the lead role will always remain with Government personnel

Update, maintain and publish organizational charts, recall rosters, and phone lists for organization assigned to on a monthly basis or more frequently dependent on the number of updates received. Updates should also be provided to the Business Operations Directorate

Qualification

Executive Administrative SupportDefense Travel System (DTS)Task Management Tool (TMT)Bachelor’s DegreeCalendar ManagementEvent CoordinationQuality ControlOral CommunicationWritten Communication

Required

Active Secret Clearance required before employment start date

Bachelor's degree in a related field

Minimum of 10 years of experience providing executive administrative support to senior level government officials (Senior military officers, Congressional appointees, SES, or GS-15)