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5 months ago
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Executive Administrative Assistant


Zenetex Inc
Location: District of Columbia, Boca Raton
Job type: Permanent
Sector: Business & Administration
Category: Office
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Delex Systems is seeking a highly skilled Executive Administrative Assistant to support a current contract at JBAB in Washington, DC. The Executive Administrative Assistant provides direct support to the Program Office Manager (POM) in support of the Program Manager (PM), Deputy Program Manager (DPM) and overall Program Office (PO). The Executive Administrative Assistant must be able to assist with day-to-day operations and help to establish office procedures, which will provide for a more efficient work environment. The ideal candidate must be open to receiving detailed instruction, be efficient, detail oriented, resourceful, and possess reasonable good judgment when executing all tasks. The incumbent must be self-motivated and able to adjust from working as a team player to functioning with little to no supervision or instruction, when applicable. Primary Duties and Responsibilities The Executive Administrative Assistant's primary duties include, but are not limited to, the following: * Schedule PO events where PM/DPM participation is expected. Provide scheduling guidance to PO staff as required. * Provide additional assistance to the PM/DPM with their attendance/participation of offsite events, including coordination with PO Security for the submission of visit certification(s), obtaining/packaging of event maps/directions, parking instructions, read ahead material, and any other applicable actions/material needed/required. * Provide courier support as needed. * Provide escorting assistance as needed and as a coordinated effort with PO Security Staff to ensure applicable authorized entry of office space. * Provide direct travel coordination for PM and DPM. Provide travel guidance to PO staff as needed or required with the use of Defense Travel System (DTS) and other applications as needed. * Track correspondence in accordance with the Navy Correspondence Manual, organizational mandates, and internal PO processes. * Assist the POM with the creation, maintenance, and management of a workflow tracking system tracking all correspondence, documented PO actions, and any other elements deemed to have a need or require tracking. * Provide the POM and PO assistance with the management and maintenance of the PO Government Vehicle. Prepare, review, submit, and track all mandated forms and service maintenance records in accordance with organizational regulations and scheduled due dates. Foster a working rapport with organizational staff to ensure the PO is in full compliance with all pertinent regulations. * Provide the POM/CPSO assistance managing office supplies and equipment including inventory, preparation of order(s), maintaining applicable Spreadsheet(s), and any other applicable tasks to enhance the PO's control, tracking, and accountability of all supplies and assigned equipment. Education and Experience Requirements Requirements * A minimum of 3 years administrative experience, preferably supporting a manager or director. * Advanced skills in use of computer applications including internet, word processing, spreadsheet, and database and presentation software. * Must have excellent organizational and prioritizing skills, and strong communication skills to interact with management, employees and customer. * Associates, Bachelor's degree or 4 years of applicable experience. * Experience and/or understanding of military chains of command, military structures, and routine military administrative regulations are beneficial but not required. * Active Top Secret Clearance with SCI. * Must have knowledge of DTS (Defense Travel System). Security Clearance This position will require U.S. citizenship and an active TS/SCI security clearance. ZENETEX is an equal opportunity/affirmative action employer. Qualified applicants are considered for employment without regard to age, race, sex, national origin, sexual orientation, disability, veteran status, or any other characteristic protected by law.
Delex Systems is seeking a highly skilled Executive Administrative Assistant to support a current contract at JBAB in Washington, DC. The Executive Administrative Assistant provides direct support to the Program Office Manager (POM) in support of the Program Manager (PM), Deputy Program Manager (DPM) and overall Program Office (PO). The Executive Administrative Assistant must be able to assist with day-to-day operations and help to establish office procedures, which will provide for a more efficient work environment. The ideal candidate must be open to receiving detailed instruction, be efficient, detail oriented, resourceful, and possess reasonable good judgment when executing all tasks. The incumbent must be self-motivated and able to adjust from working as a team player to functioning with little to no supervision or instruction, when applicable. Primary Duties and Responsibilities The Executive Administrative Assistant's primary duties include, but are not limited to, the following: * Schedule PO events where PM/DPM participation is expected. Provide scheduling guidance to PO staff as required. * Provide additional assistance to the PM/DPM with their attendance/participation of offsite events, including coordination with PO Security for the submission of visit certification(s), obtaining/packaging of event maps/directions, parking instructions, read ahead material, and any other applicable actions/material needed/required. * Provide courier support as needed. * Provide escorting assistance as needed and as a coordinated effort with PO Security Staff to ensure applicable authorized entry of office space. * Provide direct travel coordination for PM and DPM. Provide travel guidance to PO staff as needed or required with the use of Defense Travel System (DTS) and other applications as needed. * Track correspondence in accordance with the Navy Correspondence Manual, organizational mandates, and internal PO processes. * Assist the POM with the creation, maintenance, and management of a workflow tracking system tracking all correspondence, documented PO actions, and any other elements deemed to have a need or require tracking. * Provide the POM and PO assistance with the management and maintenance of the PO Government Vehicle. Prepare, review, submit, and track all mandated forms and service maintenance records in accordance with organizational regulations and scheduled due dates. Foster a working rapport with organizational staff to ensure the PO is in full compliance with all pertinent regulations. * Provide the POM/CPSO assistance managing office supplies and equipment including inventory, preparation of order(s), maintaining applicable Spreadsheet(s), and any other applicable tasks to enhance the PO's control, tracking, and accountability of all supplies and assigned equipment. Education and Experience Requirements Requirements * A minimum of 3 years administrative experience, preferably supporting a manager or director. * Advanced skills in use of computer applications including internet, word processing, spreadsheet, and database and presentation software. * Must have excellent organizational and prioritizing skills, and strong communication skills to interact with management, employees and customer. * Associates, Bachelor's degree or 4 years of applicable experience. * Experience and/or understanding of military chains of command, military structures, and routine military administrative regulations are beneficial but not required. * Active Top Secret Clearance with SCI. * Must have knowledge of DTS (Defense Travel System). Security Clearance This position will require U.S. citizenship and an active TS/SCI security clearance. ZENETEX is an equal opportunity/affirmative action employer. Qualified applicants are considered for employment without regard to age, race, sex, national origin, sexual orientation, disability, veteran status, or any other characteristic protected by law.
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