Administrative Assistant Job at DEFTEC Corporation in Fort Belvoir

Administrative Assistant for DTRA Office of the Chief of Staff (DIR-CS)

DEFTEC delivers mission-critical solutions through skillfully delivered services and innovative products. We are inspired by the critical missions of our clients, and we are driven to provide the most effective solutions to execute their missions, operational challenges, and requirements. Our dedicated, experienced, and talented employees work closely with our clients to ensure the delivery of exceptional services and products.

Position Overview

The Administrative Assistant will provide administrative support for the DIR-CS within the Defense Threat Reduction Agency (DTRA) at Fort Belvoir, Virginia. The candidate should possess strong relationship management skills, knowledge management skills, as well as cross-departmental communication skills to address challenges, find solutions, and adapt to each day's requirements to ensure a smooth-running office. The candidate must demonstrate the ability to work effectively under pressure while juggling multiple tasks.

Job Responsibilities

The following reflects management's definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign additional duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

• Produce, coordinate, and manage the flow of classified and unclassified correspondence.
• Track taskers to be signed by the Agency Command Group.
• Coordinate/track Combatant Command tasks.
• Synchronize all DTRA front office senior leader calendars.
• Convene the daily AM & PM DTRA front office synch meetings for administrative actions to include preparation of charts and other briefing materials.
• Provide administrative support services to enable and facilitate DTRA-wide continuous process improvement for the DIR-CS.
• Maintain the DIR-CS calendar. Ensure Department leadership are informed of relevant organizational events.
• Organize, schedule and prepare meetings, conferences, teleconferences and video conferences.
• Coordinate the DIR-CS Office's official internal and external visits. Actions would include passing/receiving security clearances and finalizing logistical tasks, such as parking and escorting.
• Perform data collection, processing and analysis in support of DTRA's task management systems. Develop and maintain the DIR-CS Office's tasker suspense and due-outs.
• Administer and coordinate staff routing processes for in-and-out correspondence to include producing, editing, briefing, reporting, disseminating, organizing and retaining documentation.
• Draft memorandums and review documents for official signature, coordination or concurrence, accuracy and completeness, and conformance with DTRA's style, format, or procedural requirements and guidelines.
• Perform other administrative tasks as assigned and coordinate administrative tasks across the Department, Directorate, Agency and externally, as required.

QUALIFICATIONS

Required Qualifications

• Bachelor's Degree from an accredited college or university.
• Must possess an active Top Secret security clearance and be eligible for immediate SCI nomination
• Must be a U.S. citizen
• A minimum of five (5) years of professional Government-agency, military, or corporate experience providing administrative support; process improvement related experience preferred.
• Experience working in a time-sensitive environment with a high-level of accountability.
• Keen understanding of Department of Defense (DoD) programs and policies, organizational structures, hierarchies, values, and mission.
• Experience providing simultaneous administrative support to multiple leaders.
• General working knowledge of Department of Defense (DoD) Combatant Commands.
• Familiarity with the DTRA Mission (current or a former employee a plus).
• Proven experience as a Senior administrative assistant providing executive level support at the GS-15/O6 level or higher.
• Demonstrated experience in the ability and skills to manage multiple projects, keep track of, or adjust, existing tasks while identifying new tasks and expectations as projects evolve.
• Excellent oral and written communication skills geared towards executives.
• Demonstrated ability to write clear, concise, and articulate correspondence with a focus on quality control and attention to detail.
• Strong interpersonal and customer service skills that foster teamwork and create positive relationships with staff and principals.
• Working knowledge of coordination requirements for the successful preparation and approval of reports, briefings, memoranda, awards, and presentations.
• Ability to prioritize, multi-task, plan, problem solve, and adapt in a fast-paced and strategic environment under minimal supervision.
• Proficiency with MS Office applications (e.g., Word, PowerPoint, Excel, and Project).
• Experience with SharePoint, Adobe Pro, Skype for Business, and Microsoft Teams.
• Proficiency with collaborative tools, such as SharePoint, with the ability to develop team.
• Familiarity with SharePoint groups to streamline administrative operations and maintain documentation for future use and reference.

Preferred Qualifications:

• N/A

DEFTEC offers a comprehensive whole-life benefits package that includes medical, dental, vision, holiday, paid time off, 401K with a match, life insurance, short/long-term disability, and educational reimbursement.

DEFTEC is a Drug-Free Workplace where post-offer applicants and employees are subject to testing for marijuana, cocaine, opioids, amphetamines, PCP, and alcohol when criteria are met as outlined in our policies.

AAP/EEO Statement

DEFTEC Corp is an Equal Opportunity and Affirmative Action Employer and prohibits discrimination and harassment of any type based on actual or perceived race, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding , and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and gender expression, religious creed, disability (mental and physical) including HIV and AIDS, medical condition (cancer and genetic characteristics ), genetic information, age, marital status, civil union status, sexual orientation, military and veteran status, denial of family and medical care leave, arrest record and/or any other characteristic(s) protected by federal, state or local law.