Executive Sr. Administrative Assistant

Total Solutions, Inc (TSI) is looking for a skilled Sr. Administrative Assistant to provide administrative support to one of our Federal customers. This position requires excellent and professional verbal and written communication skills. This position will be responsible for supporting the management and daily operations of the Front Office effectively and efficiently. This position is contingent upon contract award.

Executive Support Responsibilities:

• Provide advice and recommendations to the Director, Deputy Director, and Chief of Staff, on all matters relative to the coordination, integration, and synchronization, of staff actions, events, and activities personally affecting and involving the office.
• Assist the Director, Deputy Director, and Chief of Staff in the execution of all matters pertaining to strategic visits and communication.
• Provide detailed planning relating to a wide variety of complex communications issues and messaging initiatives.
• Develop, coordinate, manage, lead, and deliver multiple, critical, daily and weekly strategic activities and communications on behalf of the Director.
• Attend high-level internal and external meetings and briefings with, or for, the Director, Deputy Director, and Chief of Staff and takes notes, document actions, follow up as required, and monitor action through to completion.
• Independently create and brief messages/presentations to senior leadership, as well as to the total workforce (i.e., town halls).
• Identify areas needing emphasis and exercise executive guidance to ensure programs and initiatives accurately meet expectations.
• Manage numerous high priority special projects for the Director, Deputy Director, and Chief of Staff. These highly complex projects are of critical importance to the DoD. These projects require substantial and detailed research and offer the opportunity to make recommendations.
• Support planning and execution for ceremonies, office training, orientation, and off-site meetings.
• Training and development support.
• On-boarding and off-boarding civilian employees, new employee orientation, and supporting staffing actions.

Office Administration Responsibilities:

• Provide day-to-day office management that includes: assisting in inventory, obtaining and stocking supplies as needed (e.g., maintaining paper at printer stations, status of shredder machines); maintaining the electronic Automated Data Processing (ADP) inventory and office equipment; and monitoring and following up on office equipment maintenance, as appropriate.
• Coordinate miscellaneous support services requirements such as repair of office equipment, technical support, and custodial services, with the appropriate resource officer.
• Initiate, develop, and implement administrative policies and procedures and provide records management services. The services provided shall include coordination and monitoring administrative processes for the designated office, and working closely with leadership to ensure deadlines are met.
• Setting up new files and prepare records for transfer or destruction.
• Establish and update data files and office materials including, but not limited to office phone rosters, seating charts, and organizational charts.
• Maintain office calendars (e.g., operating schedule, master calendar, conference room calendar) and coordinate and schedule internal and external appointments and meetings for the office.
• Assist in the preparation of time and attendance reports, resolve problems with the automated system, and respond to routine and non-technical requests for information about the system.
• Responsible for inventory management of office supplies. Maintain, receive, and verify orders, and restock office supplies to ensure that the office has sufficient stock to avoid work interruption.
• Serve as space/move coordinator for the assigned Directorate/Division, working with identified directorate POCs and other agency directorates, and Resource Manager (RM) regarding space/move issues, and serve as the liaison with local Property Manager/Landlord, as required.
• Track, reconcile and record all incoming and outgoing real property equipment assigned to department personnel and other contract personnel.
• Coordinate with the Senior leader, internal or external visitor(s), and Security on visitor access (including new employees) and entry into buildings, designated offices, and designated spaces, which may include sensitive compartmented information facilities (SCIFs).
• Facilitate badge requests for any visitors arriving to the government’s facility for meetings, training, and special events. For long-term visitors, ensure renewal requests are submitted in a timely manner to ensure badge validation or revalidation.
• Receive visitors and answer phone calls with the ability to ascertain the nature of the request, and direct visitors and callers to the appropriate staff.
• Have knowledge of the Joint Travel Regulation governing civilian government travel and provide the senior leader with a full range of travel management services.
• Maintain the travel schedule and handle all travel arrangements, including visas and theater clearances for the senior leader and other office personnel as required, and ensure the requirements for pre- and post-travel are provided in a timely fashion.
• Assisting in the monitoring of agency task management system Correspondence and Task Management System. Will be responsible for maintaining tracking records and making sure mail and packages are delivered.
• Create a wide variety of often complex documents, including: reports, spreadsheets, presentations, quarterly newsletters, program brochures, and the majority of any outgoing letters, memorandums, and other interoffice/interagency communications and corporate correspondence. Be responsible for composing the first draft through to the final draft for publishing and/or obtaining the Directorate/Divisions signature, when required.
• Responsible for correspondence management that includes intra-office communications.
• Prepare and revise reports, letters, memoranda, statements, forms, and similar documents from handwritten or rough copy materials.
• Managing official directorate documentation registry. The registry shall capture all official documentation and documents, memos, etc. (both internal and external) signed by or where signature authority resides with Dep. CFO and/or CFO.

Additional Knowledge and Skills:

Applicants must have the knowledge and capability to proficiently use the following tools:

• Microsoft Office Products, including but not limited to, Outlook, Teams, Word, Excel, Project, Access, etc. or the applicable software of record.
• Adobe Suite, including but not limited to, Acrobat Design, Adobe, Photoshop, Adobe Illustrator, Adobe Acrobat, Adobe PageMaker, Adobe Premier, etc. or the applicable software of record for the agency.
• SharePoint, Service Now and/or other task management systems.

Education:

• Bachelor Degree, a degree in Business Administration is highly desired.
• 2-4 years of administrative work, Microsoft products and programs experience (MS Office) including prior experience in an executive assistant capacity.

Security Clearance:

Required: Candidates must have an active Secret clearance.

Work Location:

Quantico, VA. Work hours 8:00 am to 4:30 pm. Local travel within 50 miles of Quantico, VA., will be required periodically (no more than twice per quarter) during performance to support alternate site visits, such as offsite events, All Hands, etc.

This position is contingent upon contract award.

Total Solutions, Inc offers a competitive benefits package to include: paid holidays, paid time off including sick and vacation leave, medical, dental and vision insurance, flexible spending accounts, short and long term disability, company paid life insurance, 401(k) with a company match and discretionary profit sharing and tuition reimbursement.

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