Executive Assistant II

Job Description

Candidates must currently reside in DC, MD, or VA.

Responsibilities

Responsible for providing administrative support for a range of activities that include general administrative duties, travel support in the DTS, as well as business management duties in support of the customer mission. Must be available between 0745 – 1630 EST, Monday through Friday except Federal holidays or when the Government facility is closed for administrative reasons. Responsibilities include:

• Interface effectively across the science and support community at large, as well as with representatives of sponsors, stakeholders, and other organizations.
• Conduct meetings with uniformed and civilian Government leaders, scientists, PIs, administrative officers, support staff, and other key stakeholders as necessary.
• Keep current in WRAIR, sponsor, and Government policies, rules, regulations, and practices with respect to project administration and execution.
• Use MS Office and Adobe PDF products.
• Perform administrative tasks such as organizing files, managing databases, routing paperwork, and processing office supply orders.
• Prepare, review, and ensure quality of correspondence in compliance with Army Regulation 25-50.
• Maintain and update organizational charts, directories, seating arrangements, and email distribution lists.
• Coordinate meeting schedules, facilities, materials, and leadership calendars; provide logistical and administrative meeting support.
• Arrange domestic and international travel, assist with travel documents, review travel authorizations, and act as a Level 5 reviewer in DTS.
• Plan and coordinate events such as seminars, workshops, and conferences, including visitor access and parking arrangements.
• Develop and submit monthly status reports, conduct market research, and complete taskers and required documentation.
• Maintain compliance with records management policies, manage accounts, and provide customer service support such as telephone coverage and mail distribution.

Experience:

• 5+ years of experience in administrative support, executive-level assistance, or office management.
• Intermediate to advanced skills using MS Teams, MS Outlook, MS Word, MS PowerPoint, and MS Excel.
• Work independently as well as collaboratively in a team.
• Analyze complex/ambiguous situations, identify workable solutions and their potential outcomes, and make appropriate determinations based on regulations and policies.
• Demonstrate a functional understanding of the military milieu with a basic knowledge of DoD related terminology, structure, and operations and effectively balance and resolve conflicts to mission execution.
• Manage multiple and shifting areas of importance and have an ability to self-prioritize in a deadline-driven environment.
• Demonstrate strong verbal and written communication skills.
• Possess excellent interpersonal and organizational skills.
• Complete all site-specific trainings and surveys as required.

Degree: Associate's Degree

Clearance:

• Background Investigation
• U.S. Citizenship