Executive Administrative Assistant Job at Esphera Concepts LLC in Washington

Under general direction and federal oversight, the Department of Energy (DOE), National Nuclear Security Administration (NNSA), Defense Programs (DP), and National Nuclear Security Administration (NNSA) need a full-time, contractor-staffed Executive Assistant to support the Office of Stockpile Management, NA-12. This is a critical and primary assistant role in support of the NA-12 Leadership (i.e., Assistant Deputy Administrator (ADA) and Deputy Assistant Deputy Administrator), including top-down interface with NA-12 sub-organizational Division/Office Directors and other Federal staff as assigned.

This senior-level position is located at the U.S. Department of Energy,1000 Independence Ave., S.W. Washington, DC 20585 (Forrestal Building) and collaborates with NA-12 administrative staff located at NNSA-HQ/FORS, NNSA field offices (Albuquerque, NM), their Executive Assistant counterparts supporting other NA-10 Programs/Offices, other (non-NA-10) NNSA Offices, and other (non-NNSA) staff as assigned. As a public-facing representative of the NA-12 Office Leadership, the individual is expected to convey a high degree of professionalism, be proactive in their support, demonstrate diplomacy and tact in their engagements, maintain confidentiality, and successfully work in classified and unclassified environments. The individual will use advanced computer skills to streamline processes, manage executive schedules, as well as compile briefings, reports, and track actions. The position requires experience in exercising mature judgment and making independent decisions in accordance with established policies, rules, and procedures. The work performed is in support of the successful achievement of goals related to long term, multi-billion-dollar programs within NA-12 and the NNSA Office of Defense Programs.

Preference is for an experienced, senior-level individual with demonstrated experience performing in an Executive Assistant role and with expertise working in government, DOE, DoD, or military environments. Individuals must have a depth of experience working in a classified environment and a relevant understanding of policies and procedures applicable to support NNSA programs. The individual must be self-starting, possess the ability to work in a highly dynamic environment, and have the ability to interact with a broad range of federal and military senior staff and leadership.

Experience/Qualifications:

Active DoD TS and/or DOE Q clearances are required.

A minimum bachelor’s degree in a related field is desired.

Minimum of 6 years of related experience is required.

Minimum of 5-7 years of experience working in classified and unclassified environments is desired.

Excellent written and verbal communication skills, with demonstrated experience developing briefings for senior and executive management.

Proficiency in the Microsoft Office suite (MS Word, MS PowerPoint, Outlook, and MS Excel) with particular emphasis on word processing, presentation, and spreadsheet applications required and proficiency may be tested.

Proficiency in federal travel system (e.g., Concur), federal timekeeping system, SharePoint, and Adobe Acrobat Pro.

Experience with administering security processes that ensured the security and integrity of classified systems, hardware, and data in accordance with established procedures.

Experience maintaining physical security of classified safe, including all content, from creation through destruction in accordance with and in compliance with applicable regulations.

Nuclear weapons program experience is desired; however, it is not a requirement.

Interagency experience desired.

Key Attributes and Roles/Responsibilities

Detail-oriented, professional demeanor with strong organization and proven interpersonal skills.

Maintaining attention to detail in a multi-project work environment, with potential frequent interruptions and competing needs requiring a clear understanding of prioritization.

Ability to exercise mature judgment and make independent decisions in accordance with established policies, rules, and procedures.

Ability to work in a team environment and interact with various federal and contractor staff, communicating effectively, verbally, and in writing.

Experience with a broad range of executive/management assistant responsibilities, including the ability to manage executive schedules and multiple meetings and work in classified and unclassified environments.

Managing various management and administrative duties (travel, calendars, correspondence, organization charts, telephone lists) supporting the Office.

Using advanced computer skills, including information management, data management, and setting up and troubleshooting electronic processes to streamline procedures.

Developing and managing the NA-12 Office master schedule of meetings and actions.

Precise capabilities in managing external communications, training, office management, and information archival.

Reviewing timesheets for completeness and compliance in a federal timekeeping system.

Using a federal travel system to manage and track travel expenses.

Coordinating with logistics staff to support Office facilities requirements (e.g., equipment) and office space.

Setting up offices and support for onboarding new personnel.

Processing classified Visit Requests.

Arranging classified/unclassified conferences (video or telephone conference calls) and meetings.

Administering security procedures for access to controlled areas.

Overseeing classified and unclassified document management.

Experience with administering security processes that ensure the security and integrity of classified systems, hardware, and data.

Managed physical security of classified safes and administered security procedures for access to controlled areas.

Protect integrity, authenticity, and confidentiality of records in accordance with established procedures.

Assisting NA-12 Federal staff with briefings and uploading materials and slides for meetings.

Working with NA-12 Federal and contractor staff to track and monitor deliverables and actions.

Managing classified and unclassified documents within SharePoint; ensuring classified and unclassified document management is in accordance with regulations.

Facilitating leadership/senior management correspondence and communication, including preparing briefings, memos, and correspondence with minimal oversight, as well as accurately composing and preparing effective correspondence and reports.

Maintaining awareness of and competence in NNSA-HQ/FORS initiatives for communication and information sharing.

Additional information

This position requires the employee to report on-site five days a week, Monday through Friday.

To be an official applicant to ESPHERA CONCEPTS, you must submit a resume and online application. Resumes submitted remain active for six months.

Candidates for positions that require a Security Clearance as noted in the requirements section of the opportunity posting will be subject to pre-employment eligibility screening to include background checks and drug screening.

Contact ESPHERA CONCEPTS opportunities link for career insights, news, and the latest job opportunities. To all recruitment agencies: ESPHERA CONCEPTS only accepts resumes from agencies on our Approved Agency List. Please do not forward resumes to our applicant tracking system, ESPHERA CONCEPTS employees, or send to any ESPHERA CONCEPTS company location. ESPHERA CONCEPTS is not responsible for any fees related to unsolicited resumes.

ESPHERA CONCEPTS is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. ESPHERA CONCEPTS is also committed to compliance with all fair employment practices regarding citizenship and immigration status.