Administrative Assistant 101-002
IC-CAP LLC is a Woman Owned / HUBZone Small Business working in the Department of Defense and Intelligence Community. We are always looking for highly talented, energetic, and dynamic professionals that are interested in protecting the defense of our nation.
Some of the positions are future positions. Please look at the opening line of the job description to determine if this is an open or future position.
Our positions are not remote unless stated in the job description below.
We are looking to fill this position at the following location(s):
- Springfield, VA
This is a future position that may come open but is not open at the present moment. We are willing to prescreen personnel for these positions if you are interested.
This position has an alternate location of St. Louis, MO.
Overall Assignment Description:
The Administrative Assistant is anticipated to support a variety of NGA offices not requiring the higher labor category of Executive Assistant. The Administrative Assitant independently accomplishes more of the general or routine office administrative tasks. The Adminitrative Assistant category should have the expertise and qualifications to accomplish moderately complex administrative tasks with minimal guidance and assistance. Depending on the customer office, some tasks can be more dynamic (i.e., less routine) and challenging than other tasks.
Duties may include:
Support administrative requirements at the lower- to mid-management levels of an office.
Maintain executive calendars in Microsoft Outlook to include scheduling meetings as requested, sending meeting invites to requested attendees, reserving conference rooms, setting up Video Teleconference (VTC) or WebEx connections, deconflicting meetings and prioritizing meetings based on executive priorities.
Provide the office with a centralized source of administrative expertise and guidance, which ultimately affects the success of the mission.
Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence and other offices, etc. under general directives with minimum assistance and/or guidance.
Support the office with development of guidance, procedures and/or policies relative to facilitating administrative activities of the organization. These functions may include training/travel budgets, suspense systems, space planning, personnel management, record management, logistics support, asset tracking, etc.
Produce professionally written emails, letters, documents, and other material that is succinct, coherent, uses proper tone, demonstrates proper grammatical use of the English language, and presents proper format/form per established corporate/office guidance.
Articulate and exchange information (i.e., requirements, actions, needs, status, etc.) in a professional tone and attitude to achieve efficient business rhythms.
Skills and Experience:
Proven experience as an administrative assistant supporting routine administrative requirements.
Capable of handling moderate workloads effectively coordinating with multiple resources,and multitask in a fast paced environment that may often have competing priorities with minimal assistance.
Strong verbal and written communication skills.
Create workbooks (e.g., read-ahead, staffing, continuity, standard operating procedures) for leadership planning and/or to support execution of leadership responsibilities and office administrative business rhythms.
Strong working knowledge of Microsoft Office applications. To include, managing calendars in Outlook and responding to emails; building/updating PowerPoint briefs, Excel files and Word documents.
Ability to work within an organization’s chain of command and interact appropriately with individuals at all levels, including those at very senior levels.
Prior DOD and/or NGA experience working in a related field.
Prior experience working with the military and understanding of the military services.
Proficient working knowledge of the following corporate applications: PeopleSoft, Defense Travel System (DTS) with knowledge of the Federal Travel Regulation (FTR) and Joint Travel Regulation (JTR), NGA Central Electronic Routing and Tasking System (N-CERTS), and SharePoint.
Possesses a working knowledge of the NGA internal coordination and approval processes.
Working knowledge of Access database.
Proficient with NGA correspondence manual.
Working knowledge of NGA’s Records Management requirements.
A working level understanding of NGA corporate processes
Prior schedule, coordinate, set-up, and operate Video Teleconference (VTC) equipment; and this include teleconferences.
Working knowledge of Microsoft Excel and Access.
Education and Experience:
Bachelor’s degree in General Business Administration or related field with minimum 2 year of Administrative experience.
Associate’s degree in General Business Administration or related field with minimum 4 year of Administrative experience
High School Diploma with minimum 6 year of Administrative experience.