Executive Assistant

OVERVIEW:

ANSER enhances national and homeland security by strengthening public institutions. We provide thought leadership for complex issues through independent analysis and we deliver practical, useful solutions. ANSER values collaboration, integrity, and initiative and we are client focused in all that we do. Because we were established for the purpose of public service and not for profit, we measure our success in the impact of our service.

SPECIFIC JOB DESCRIPTION:

This position is located in the Washington Headquarters Service (WHS) Immediate Office (IO) providing support to the Director, WHS, the Deputy Director, WHS, and other government AOs and SMEs. Successful candidate will be a organized self-starters, capable of performing tasks without the need for constant oversight and has experience successfully working with a team in a dynamic environment. Routine tasks include, scheduling, calendar maintenance, phone coordination, suspense tracking, workload prioritization, communications, word processing and correspondence management to support the WHS mission and its most senior leaders. Specific duties will include:

• Assign and manage correspondence workflow by serving as a WHS liaison with the DA&M front office and other OSD components.
• Manage the calendar for the Deputy Director, WHS to include scheduling internal and external meetings, appointments, and special events. Independently resolve scheduling conflicts, track, prioritize, and have an understanding of key topics and events, and confirm all meeting details for leadership.
• Review and assign correspondence documents to the appropriate OSD offices and/or personnel for response through the Correspondence and Task Management System (CATMS).
• Develop, monitor, update, implement, and maintain an internal suspense tracking system for correspondence, memos, letters and other documents and projects received.
• Prepare metrics, weekly action reports of critical suspense data, weekly reconciliation between internal/external program offices of pending/overdue actions, and identify discrepancies to government personnel.
• Provide guidance for managing the correspondence of the Secretary and Deputy Secretary of Defense and Executive Secretary of the Department of Defense as well as OSD and DoD Component correspondence in accordance with the official DoD correspondence guidance, "DoD 5110.4-M Vol 1 DoD Manual for Written Material: Correspondence Management and DoD 5110.4-M Vol 2 DoD Manual for Written Material: Examples and Reference Material".
• Assist government personnel with the development of business methods and procedures, including administrative systems, file systems, office systems, process flows, and production schedules to support CATMS.
• Create and implement training guides and support training of staff members in the structure and missions of the DA&M, OSD and the Components, CATMS, and proper preparation of signature packages, and using the correspondence guidance and suspense tracking system.
• Operational duties related to human resources, IT, security, facilities management:
  • Answering and routing phone calls and greeting/escorting guests,
  • In-processing new personnel (DD1172; DD2249; DD2875),
  • Requesting and managing all equipment and furniture inventory,
  • Suite access, SCIF maintenance, and burn bag destruction,
  • Resolution of IT and network issues, and
  • Ordering/maintaining supplies
  • Other responsibilities and duties as assigned

EDUCATION AND EXPERIENCE:

• Bachelor's degree plus at least 5 years' relevant professional experience.

SKILLS AND EXPERIENCE Requirements:

• Secret clearance required at date of hire
• The ability to provide on-site support in the Pentagon, Monday through Friday during core business hours of 8am-4pm. Potential for telework after an appropriate amount of time supporting the office and upon client approval.
• Experience working correspondence management, task assignment and tracking, or Executive Secretariat-like functions in the U.S. government.
• Experience with CATMS and "DoD Manual for Written Material: Examples and Reference Material" (DoDM 5110.04)
• Prior experience working with and/or supporting senior-level officials and knowledge of the structure and missions of the OSD and the Components.
• High level of proficiency of the English language, both written and oral.
• Highly proficient with the Microsoft Office Suite of applications, especially Word, Excel, PowerPoint, and Teams.
• Energetic and the capability to work in a fast-paced team environment, adapt to rapidly changing requirements, and multi-task capabilities.
• Ability to produce quality work independently or in a group setting, provide solutions to customer issues, and solve problems quickly.
• Candidate must provide documentation to substantiate fully vaccinated status against the COVID 19 virus.

DISCLAIMER:

In compliance with the Americans with Disabilities Act Amendment Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position with ANSER, please call 703-416-2000 or e-mail Recruiting@anser.org.

ANSER is proud to be an Equal Opportunity Employer. We seek individuals from a broad variety of backgrounds with varying levels of experience who have a desire to do meaningful work. We recruit, employ, train, compensate, and promote regardless of race, color, gender, religion, national origin, ancestry, disability, age, sexual orientation, or any other characteristic protected by law.