Senior Executive Administrative Assistant

QUALIFICATIONS

• Active Secret Clearance required before employment start date.
• Bachelor’s degree in a related field
• Minimum of 10 years of experience providing executive administrative support to senior level government officials (Senior military officers, Congressional appointees, SES, or GS-15)

This position provides senior administrative support for the F-35 Lightning II Joint Program Office (JPO) leads the life-cycle program management of the F-35A, F-35B, and F-35C: the fifth-generation joint strike fighter air system of choice for the U.S. Air Force, U.S. Navy, U.S. Marine Corps, international partners, and foreign military sales customers. Must have ability to execute independent decisions within established guidelines and ensure appropriate level of discretion while handling exposure to highly sensitive and confidential data.

Will work as part of a dynamic team of administrators supporting a variety of work activities. Will schedule travel and meetings, and maintain responsibility for calendar organization and de-conflicting competing appointments.

• Contractor personnel will interact with General Officers, Senior Executive Service (or equivalent) and industry executives regarding a myriad of matters. As such, the Contractor shall be familiar with military customs and courtesies, have strong oral and written communication skills, have experience with completing tasking associated with headquarters personnel and understand the Department of Defense processes. The Contractor will not be providing support to specific individuals, but completing tasking associated with the different JPO organizations.
• The Contractor shall perform a full range of general administrative and clerical tasking for the various F-35 JPO Program Management Offices (PMOs), and functional organizations.
• Calendar Management.
• Coordinate and schedule daily, short-term, and long-term schedules utilizing Microsoft Outlook. Compose calendars, schedules, itineraries, and arrangements.
• Calendar invites will be consistent throughout the JPO and include classification of meeting, purpose, invitees, meeting POC, who scheduled the meeting, etc. Recurring Meetings will be scheduled in 6 month increments to ensure refreshing of invitees.
• Maintain adherence to calendars, schedules, and actions to maximize use of time. Ensure schedules are up-to-date and resolve conflicting appointments.
• Collect briefings for the meetings within 24 hours of the meeting to be included in readahead binders (as requested).
• Plan, coordinate, and organize events/meetings (on site and off site) for assigned F-35 JPO organization.
• Secure facilities and submit presentations as required by requesting staff within the prescribed time frame.
• Secure necessary equipment (projector, computer, etc.) to conduct briefing. Operate equipment (projector, computer, etc.) as required.
• Take attendance at meetings as necessary.
• Draft and distribute meeting minutes as necessary.
• Field Calls and Visitors.
• The Contractor shall respond to telephone calls, take messages when appropriate, and direct callers or visitors to requested Government staff.
• Plan and coordinate conference and office visits with distinguished visitors to the F-35 JPO.
• Staff & Administer Documents. Prepare and develop correspondence, reports, memorandums, presentations, ready- to-send emails, and other forms of communication for distribution across the organization.
• Review correspondence requiring the Senior Leader’s (or designee’s) signature for correctness, conformance to procedural and regulatory instructions, as well as perform quality checks for proper format, grammar, typographical errors, and necessary attachments.
• Properly monitor and track correspondence as required to ensure that all assigned suspense requirements are met. Perform quality control reviews of reports and documents, ensuring high quality correspondence. Distribute correspondence to designated recipients in accordance with approved guidelines and processes.
• Draft meeting minutes, distribute meeting documents, record action items and post meeting minutes, as necessary to participants.
• Maintain assigned files and record systems…