Executive Assistant 101-001
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
Overall Assignment Description:
The Executive Assistant anticipated to support a variety of NGA offices and requires highly experienced administrative support. An Executive Assistant is expected to offer a combination of proven experience and expertise to independently support a customer office with a broad range of administrative activities. The Executive Assistant independently accomplishes demanding and challenging administrative tasks that are routine and involve high levels of complexity. An Executive Assitant is expected to independently handle multiple tasks with competing priorities.
This position has alternate location of St. Louis, MO.
The Executive Assistant will support a variety of NGA offices and requires highly experienced administrative support. An Executive Assistant is expected to offer a combination of proven experience and expertise to independently support a customer office with a broad range of administrative activities. The Executive Assistant independently accomplishes demanding and challenging administrative tasks that are routine and involve high levels of complexity. The Executive Assistant is expected to independently handle multiple tasks with competing priorities.
Minimum Required Skills and Qualifications – Executive Assistant (EA)
Proven experience as an administrative assistant supporting administrative requirements at the mid to upper management levels of an office.
Independently anticipate and provide responsive administrative support to facilitate completion of all organizational mission requirements. This will require executing a broad range of administrative responsibilities with some tasks occurring routinely and/or on an “ad hoc” basis per real-time needs of the office.
Provide the office with a centralized source of administrative expertise and guidance, which ultimately affects the success of the mission.
Independently apply mature and objective judgment to determine best approach and course of action to take in both routine and non-routine administrative situations. This will require accurately interpreting and adapting guidelines, policies, precedents and practices that are not always completely applicable to a changing situation.
Support office discussions regarding the organization’s administrative business rhythms and contribute recommendations as necessary. Specifically advise office leadership and management on the administrative implications of additions, deletions, or changes to the varied functions of the organization.
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.
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.
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.
Assist subordinate administrative assistants on new procedures; request information needed from the subordinate offices for periodic or special conference, reports, inquiries, etc.
Strong teaming and collaboration skills that foster office unity and cohesiveness in support of completing office administrative requirements.
Capable of independently handling a large, complex workload, effectively coordinating multiple resources, and multi-tasking in a fast-paced environment having competing priorities.
Excellent communication skills both verbally and written with the ability to: Articulate and exchange information (i.e., requirements, actions, needs, status, etc.) in a professional tone and attitude to achieve efficient business rhythms; and 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.
Experience with the Defense Travel System (DTS), knowledge of the Federal Travel Regulation (FTR) and Joint Travel Regulation (JTR).
Desirable Skills and Qualifications – Executive Assistant (EA):
Prior DOD and/or NGA experience working in a related field.
Prior experience working with the military and understanding of the services.
Proficient working knowledge of the following applications: PeopleSoft, PRISM, NGA Central Electronic Routing and Tasking System (N-CERTS), SharePoint, and Management and Execution Tracker (MET).
Ability to schedule, coordinate, set-up, and operate NGA Video Teleconference (VTC) equipment.
Overseeing office spend plans for travel, supplies and awards.
Prior experience with presentation techniques.
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 Record Management requirements.
A working level understanding of NGA corporate processes.
Prior experience with the awards and decorations process
Minimum Education and Work Experience:
Bachelor’s Degree in General Business Administration with a minimum of 4 years Administrative experience.
Associate’s Degree in General Business Administration with a minimum of 6 years Administrative experience.
High School Diploma with a minimum of 8 years Administrative experience