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Senior Administrative Support III

We are seeking an experienced Senior Administrative Support III professional to provide expert-level administrative services at the Pentagon in Washington, D.C. This role will support senior executives and their directorates in a fast-paced, highly sensitive environment, ensuring efficient day-to-day operations while maintaining the highest standards of confidentiality and professionalism.

The ideal candidate will have extensive experience supporting Department of Defense (DoD) senior management, with a strong understanding of defense protocols, including travel management, technical writing, and security procedures.

Candidate

Qualifications:

• Washington, D.C. resident preferred.
• Minimum seven years of demonstrated experience supporting DoD senior management.
• Expertise in managing executive calendars, handling phone correspondence, and preparing briefings.

Position Duties:

• Executive Administrative Support:
  Serve as the primary administrative point of contact for multiple senior executives and their directorates.
• Calendar Management:
  Maintain and coordinate daily schedules, ensuring all operations are timely and professional.
• Meeting Coordination:
  Arrange and oversee meetings, conferences, and video-teleconferencing, including minute-taking and attendee contact roster management.
• Correspondence & Document Management:
  Draft, review, edit, and manage formal letters, memoranda, reports, and briefing materials.
• Technical Writing & Proofreading:
  Conduct document formatting, proofreading, and compliance checks, ensuring DoD-style accuracy and error-free submissions.
• Expense Tracking:
  Monitor and track directorate expenses, ensuring timely processing and action completion.
• Information Management:
  Maintain and update key informational binders related to staff priorities and quarterly requirements.
• Representation & Task Tracking:
  Represent the Director at meetings, track assigned tasks, and update leadership with the latest DDI(CL&S) guidance and requirements.
• Task Delegation:
  Act as the administrative interface for the DDI(CL&S) staff, assigning tasks to appropriate divisions.
• Travel Coordination:
  Plan, book, and oversee executive travel arrangements, including itinerary development, passport/visa processing, reservations, and travel voucher preparation.
• Security & Confidentiality:
  Provide administrative support within a Sensitive Compartmented Information Facility (SCIF), strictly maintaining classified security protocols.
• Human Capital Advisory:
  Assist with military and civilian personnel management, including awards, evaluations, and Joint Duty Assignments.
• Onboarding & Training:
  Facilitate staff onboarding, ensuring compliance with security protocols and initial training procedures.
• Budget & Contract Support:
  Provide budgetary and contract-related administrative support as needed.
• Security Management:
  Assist in SCI, SAP, and ACCM security compliance and documentation for sensitive operations.

Required Skills:

• Security Clearance:
  Active Top-Secret clearance with SCI.
• Administrative
  
  Experience:
  
  Minimum seven years of demonstrated DoD administrative experience.
• Senior Management Support:
  Minimum five years supporting DoD senior executives, including calendar management, phone correspondence, and briefing preparation.
• Administrative Program Management:
  Minimum five years of experience managing multiple administrative programs and evaluating project objectives.
• Document Preparation & Editing:
  At least five years of experience drafting and editing executive correspondence, briefing slides, and memoranda.
• Action Officer
  
  Experience:
  
  Minimum five years tracking expenses, staffing packages, and coordinating executive actions.
• Executive Travel Support:
  Minimum four years coordinating senior executive domestic and foreign travel.
• Technical Writing Proficiency:
  Proven ability to draft and edit complex documentation clearly and concisely.
• Sensitive Activities Administration:
  Experience providing administrative support for Sensitive Activities Programs (SAP) and Alternative Compensatory Control Measures (ACCM).
• Software Proficiency:
  Expert-level Microsoft Office Suite skills (Excel, Access, Outlook, PowerPoint, Word).