• E-9 Corporation

© 2017 E-9 Corporation

Job Title: Staff Assistant
Location: Washington, DC
Clearance: Active Top Secret required

Office Administration Activities

  • Provide administrative and management support to senior management

  • Review, edit, draft, and prepare executive documentation, letters, memorandums, interoffice communications, confidential reports and other correspondence, as needed

  • Review internal and external communications for consistency and distribute approved documentation to appropriate personnel, as directed

  • Prepare and publish meeting agenda, travel arrangements, setup internal/external meetings/appointments, perform  staff timekeeping and reporting, manage and secure classified/SBU documents

  • Process incoming/outgoing personnel checklist, arrange conference room scheduling, perform office supply management

  • Provide special event coordination, escorting visitors, process visitor building access, answer and route incoming/outgoing phone calls

  • Process and track personnel leave request, perform Government motor vehicle fleet management and track monthly usage mileage and gas expenses

  • Coordinate and respond to data calls, and assist bureau staff on special projects

  • Collect, compile and coordinate processing of the Weekly Activities Reports

  • Assist with OMB Exhibit 300, and program management activities within the bureau directorate

  • Perform travel coordination and reservations for Government employees using E2 Travel Solutions application, as required

  • Record, draft and prepare meeting minutes, as required

  • Maintain, update and track multiple Outlook calendars and schedules

  • Track the annual employee evaluation reports.

  • Set up the classified/unclassified Digital Video Conference (DVC) system and coordinate different time zone with regional (i.e., RIMC Directors) offices or missions abroad

  • Proficiency in MS Office Suite, Visio, Outlook and Project

  • Expertise in managing SharePoint database

  • Perform other duties, as assigned.

 

Program Support Activities:

  • Track assigned tasks and monitor progress and/or overdue action items

  • Prepare various analytical reports and draft administrative and policy documentation

  • Create and update PowerPoint presentations for ongoing projects and briefings

  • Maintain various spreadsheet reports to assist in data analysis for senior management

  • Draft and process electronic Country Clearance (eCC) requests for travelers both contract and government

  • Assists in the preparation of policy documentation and disseminate to appropriate Front Office personnel

  • Devise and maintain a systematic approach to the organization's Shared drives document repository and update information posted on SharePoint sites as required

  • Perform Front Office liaison activities and facilitate communication across organizations

  • Review and analyze program history to identify issues or trends which may have bearing in determination of future program direction for discussion.

  • Assist in the identification, development, and tracking of internal, and customer focused

  • policies and procedures for cross-cutting issues

  • Track staff assignments, advising managers of progress and/or overdue action items

  • Prepare a variety of analytical reports, memoranda, and written materials on various

  • administrative and policy issues

  • Produce a variety of reports, tracks suspense actions, produces charts, creates specialized databases, or prepare presentation materials from software programs.

 

Position Requirements:

  • 4-7 Years of directly related technical experience.

  • Active Top  Secret Clearance Required.  

  • Experience with EZ and E2 Travel Systems

  • Knowledge of office management systems and procedures

  • Excellent time management skills and ability to multi-task and prioritize work in a fast-paced office environment

  • Excellent customer service skills

  • Attention to detail and problem-solving skills

  • Excellent written and verbal communication skills

  • Strong organizational and planning skills

  • Proficiency in MS Office