All Native Group, The Federal Services Division of Ho-Chunk Inc.
Executive Assistant III
All Native Group, The Federal Services Division of Ho-Chunk Inc., Alexandria, Virginia, us, 22350
As the Executive Assistant, you will provide senior level administrative support for the Law Enforcement (LE) team and Executive team. You will play a critical role in providing administrative support to executives and management of the organization. You will assist in managing daily tasks, coordinating schedules, and handling communications. Strong communication skills, attention to detail, and the ability to work effectively in a fast-paced and dynamic environment are essential.
Essential Functions
Provide Executive administrative support.Maintain daily calendars and ensure operations are accomplished in a timely, professional manner. Arrange for meetings, conferences, and video-teleconferencing, including taking minutes and maintaining attendee contact invitations.Provide correspondence staffing support daily on approximately ten to fifteen items, working with action officers and other staff for all required correspondence actions (e.g., formal letters, memoranda, read-ahead briefing/meeting packages, activity reports, senior leadership reports, and travel/training/personnel documents).Perform technical writing/editing, editorial consultation, proofreading, or overall documentation review on approximately ten to fifteen items per day. Ensure documents are prepared in the appropriate DoD format and are free from grammatical errors. Track suspense’s to ensure timeliness.Maintain and update an estimated twenty overarching informational binders addressing staff priorities, quarterly requirements, and other documentation required by the office for the LE.Act as the primary administrative interface with the staff of the Office for LE leadership, receiving all tasks for the Directorate and submitting them to the appropriate parties.Prepare and/or oversee travel arrangements. Travel frequency will be based on mission requirements and travel restrictions during COVID-19; the approximate number is two to three trips per quarter. Assist in the preparation or refinement of itineraries, prepare or oversee the preparation of travel orders, secure reservations and tickets, verify that passports and visas are current. Upon completion of travel, prepare vouchers, assist in developing necessary trip reports, and brief on items of special interest and actions taken during customer absence from the office.Provide administrative support for government staff personnel in a sensitive compartmented information facility (SCIF), answering phones, maintaining office files and the office filing system, and tracking action items in suspense. Utilize proper security procedures to protect classified information.Provide Records Management Support to the directorate to help ensure electronic and hard copy records are properly maintained. Ensure office records are marked, filed, and retained in accordance with the federal records disposition schedule approved by the National Archives and Records Administration.May be requested and required to participate in Proposal Support functions due to expertise.Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.Physical Demands
Must be able to remain in a stationary position 75% of the time.Occasionally moves about inside the office to access file cabinets, office machinery, etc.Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.Expresses or exchanges ideas by means of the spoken word, conveying detailed or important spoken instructions to other workers accurately, loudly, or quickly.Frequently moves standard office equipment up to 25 pounds.Must be able to work indoors 90% of the time.While performing the duties of this job, the employee is regularly required to talk or listen. The employee frequently is required to stand, walk, use hands to finger, handle or feel, and reach with hands and arms.Position Type/Expected Hours of Work
This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Evening and weekend hours required, as needed by business demands.Travel
Travel is primarily local during the business day, although some out-of-the-area and overnight travel may be expected.Experience
Minimum 10 years’ experience of senior level administrative support, administrative management, or project management experience.Excellent organizational skills with the ability to manage multiple tasks and priorities effectively.Strong communication skills, both written and verbal, to interact with internal and external stakeholders professionally.Proficiency in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).Education
High School diploma or equivalent qualification is required. Additional education or certifications in office administration or related fields are preferred.Additional Eligibility Qualifications
Attention to detail and accuracy in handling data, documents, and information.Discretion and integrity in handling confidential and sensitive information.Adaptability and flexibility to work in a dynamic and fast-paced environment.Positive and proactive attitude with a willingness to take initiative.Ability to work independently and as part of a team to achieve common goals.Security Clearance
Must be a U.S. citizen. Must possess and maintain an Active Top Secret (TS) security clearance with sensitive compartmented information (SCI) eligibility and current background investigation.All Native Group is a Drug-Free Workplace. It is our policy that all new hires must successfully complete a pre-employment drug screen as a condition of employment. In addition, all employees are subject to random drug screens throughout their employment with All Native Group.AAP/EEO Statement
All Native Group is an equal opportunity employer. All applicants are considered without regard to age, sex, race, national origin, religion, marital status, or physical disability. However, preference may be extended to persons of Indian descent in accordance with applicable laws.Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
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Essential Functions
Provide Executive administrative support.Maintain daily calendars and ensure operations are accomplished in a timely, professional manner. Arrange for meetings, conferences, and video-teleconferencing, including taking minutes and maintaining attendee contact invitations.Provide correspondence staffing support daily on approximately ten to fifteen items, working with action officers and other staff for all required correspondence actions (e.g., formal letters, memoranda, read-ahead briefing/meeting packages, activity reports, senior leadership reports, and travel/training/personnel documents).Perform technical writing/editing, editorial consultation, proofreading, or overall documentation review on approximately ten to fifteen items per day. Ensure documents are prepared in the appropriate DoD format and are free from grammatical errors. Track suspense’s to ensure timeliness.Maintain and update an estimated twenty overarching informational binders addressing staff priorities, quarterly requirements, and other documentation required by the office for the LE.Act as the primary administrative interface with the staff of the Office for LE leadership, receiving all tasks for the Directorate and submitting them to the appropriate parties.Prepare and/or oversee travel arrangements. Travel frequency will be based on mission requirements and travel restrictions during COVID-19; the approximate number is two to three trips per quarter. Assist in the preparation or refinement of itineraries, prepare or oversee the preparation of travel orders, secure reservations and tickets, verify that passports and visas are current. Upon completion of travel, prepare vouchers, assist in developing necessary trip reports, and brief on items of special interest and actions taken during customer absence from the office.Provide administrative support for government staff personnel in a sensitive compartmented information facility (SCIF), answering phones, maintaining office files and the office filing system, and tracking action items in suspense. Utilize proper security procedures to protect classified information.Provide Records Management Support to the directorate to help ensure electronic and hard copy records are properly maintained. Ensure office records are marked, filed, and retained in accordance with the federal records disposition schedule approved by the National Archives and Records Administration.May be requested and required to participate in Proposal Support functions due to expertise.Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.Physical Demands
Must be able to remain in a stationary position 75% of the time.Occasionally moves about inside the office to access file cabinets, office machinery, etc.Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.Expresses or exchanges ideas by means of the spoken word, conveying detailed or important spoken instructions to other workers accurately, loudly, or quickly.Frequently moves standard office equipment up to 25 pounds.Must be able to work indoors 90% of the time.While performing the duties of this job, the employee is regularly required to talk or listen. The employee frequently is required to stand, walk, use hands to finger, handle or feel, and reach with hands and arms.Position Type/Expected Hours of Work
This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Evening and weekend hours required, as needed by business demands.Travel
Travel is primarily local during the business day, although some out-of-the-area and overnight travel may be expected.Experience
Minimum 10 years’ experience of senior level administrative support, administrative management, or project management experience.Excellent organizational skills with the ability to manage multiple tasks and priorities effectively.Strong communication skills, both written and verbal, to interact with internal and external stakeholders professionally.Proficiency in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).Education
High School diploma or equivalent qualification is required. Additional education or certifications in office administration or related fields are preferred.Additional Eligibility Qualifications
Attention to detail and accuracy in handling data, documents, and information.Discretion and integrity in handling confidential and sensitive information.Adaptability and flexibility to work in a dynamic and fast-paced environment.Positive and proactive attitude with a willingness to take initiative.Ability to work independently and as part of a team to achieve common goals.Security Clearance
Must be a U.S. citizen. Must possess and maintain an Active Top Secret (TS) security clearance with sensitive compartmented information (SCI) eligibility and current background investigation.All Native Group is a Drug-Free Workplace. It is our policy that all new hires must successfully complete a pre-employment drug screen as a condition of employment. In addition, all employees are subject to random drug screens throughout their employment with All Native Group.AAP/EEO Statement
All Native Group is an equal opportunity employer. All applicants are considered without regard to age, sex, race, national origin, religion, marital status, or physical disability. However, preference may be extended to persons of Indian descent in accordance with applicable laws.Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
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