Executive Administrator (TS/SCI) - DODF1

We are a world-class team of professionals who deliver next generation technology and products in robotic and autonomous platforms, ground, soldier, and maritime systems in 50 locations world-wide. Much of our work contributes to innovative research in the fields of sensor science, signal processing, data fusion, artificial intelligence (AI), machine learning (ML), and augmented reality (AR).

QinetiQ US's dedicated experts in defense, aerospace, security, and related fields all work together to explore new ways of protecting the American Warfighter, Security Forces, and Allies. Being a part of QinetiQ US means being central to the safety and security of the world around us. Partnering with our customers, we help save lives; reduce risks to society; and maintain the global infrastructure on which we all depend.

Why Join QinetiQ US?

If you have the courage to take on a wide variety of complex challenges, then you will experience a unique working environment where innovative teams blend different perspectives, disciplines, and technologies to discover new ways of solving complex problems. In our diverse and inclusive environment, you can be authentic, feel valued, be respected, and realize your full potential. QinetiQ US will support you with workplace flexibility, a commitment to the health and well-being of you and your family and provide opportunities to work with a purpose. We are committed to supporting your success in both your professional and personal lives.

QinetiQ US is looking for an Executive Administrator. The contractor shall provide executive level administrative assistant support and quality customer services for the Office of the Under Secretary of Defense Research and Engineering and components within the OUSD(R&E). The contractor shall manage the day-to-day activities of the office; maintain a professional work environment by knowing Senior Executive Service protocols; plan and schedule meetings, appointments and conferences; interact with the public, receive visitors to the office; coordination and preparation of official government travel using the Defense Travel System (DTS); organize and maintain files and records; mail processing; and monitor the Correspondence and Task Management System (CATMS) tracking system. The contractor shall have proven advanced skills in Microsoft (MS) Office applications to include MS Outlook, MS Power-Point, MS Word, and MS Excel. All EA's shall have a working knowledge of the following tasks and in scenarios where there are multiple EA's in an office be assigned as a primary and a back-up with cross-training to allow for maximum coverage. Duties include:

Provide Strategic Support of the day-to-day Management of the Office. Integrate support activities below to ensure that R&E leadership are prepared for meeting in a timely manner; that incoming requests and communications are appropriately triaged, addressed, and recorded; that high-level actions are transparently communicated for action and completion; and that the overall professionalism, quality, and level of support in the office is calibrated to meet the needs of a fast-paced, highly complex senior OSD organization.
• Manage Calendar. Manage and maintain the complex calendars and schedules of R&E personnel and resolve conflicting priorities and orchestrate changes to the calendar, as required, that may include coordination, verification, and scheduling of meetings with senior government personnel, congressional members and staff, industry, and academia personnel. Ensure calendar entries are well organized, with key information about meeting origination, attendees, read-ahead materials, whether the meeting is informational or for decisions, and who the point of contact is for the meeting. Ensure that meetings are scheduled to allow for travel to meeting location and that breaks between meetings are appropriately planned. Provide a daily read-ahead book with information for the next day for the R&E senior personnel, detailing meetings and associated read-ahead materials, prior to the end of the duty day. At the end of the week, provide next week activities, with associated read-ahead book or other materials. Plan, coordinate, and confirm logistical support (transportation, badges, security clearance paperwork, audio visual support, and etcetera) for meetings held in conjunction with R&E activities. Escort, greet, and provide information supporting visits to the R&E. Receive, coordinate, and respond to invitations received by the R&E senior personnel.
• Interaction with Public. Answer the telephone, take messages and/or refer calls to other individuals, as appropriate within the R&E organization. Serve as the interface with the public whenever there are inquiries concerning the office, including the greeting and escorting of high-level officials. Ensure all interactions, written and in person, are professional.
• Preparation of Correspondence. Compose drafts of short notes, internal memos, and formal official correspondence in addition to tracking taskers/actions based on inputs/guidance from senior level staff in the office, to include copying material for distribution. Sensitive information will be handles with discretion. The memos and other documents shall follow the standard established for the office and shall be appropriate for senior level government officials.
• Other Office Operations. Coordinate office administrative functions including office security administration, processing security clearance and visit requests for R&E personnel and visitors, scheduling office events and ordering supplies. Ensure clear communication with government staff and leadership to ensure requests are received and executed. Maintain Front Office space so that it is presentable as appropriate for a senior defense official.
• Records Management. Maintain electronic copies, and paper as directed by the Government, of files of all office documents including letters, memos, reports, and briefings. Maintain accountability of files and correspondence in the office, both in electronic and in paper form IAW WHS Administrative Instruction (IA) 15 and R&E workflow and process Standing Operating Procedure (SOP). The files should be archived appropriately and accessible whenever the need arises to find historical documents.
• Travel Prep and Coordination. Perform administrative and logistic tasks in support of U.S. and international travel by R&E staff including all travel and logistical arrangements. Develop a travel prep and coordination checklist that is reviewed and approved by Principals, to ensure that key travel requirements are addressed:

• In accordance with Defense Travel System (DTS) and R&E guidelines, create and amend (as appropriate) authorizations (orders), and vouchers (local and non-local) in DTS.
• Prior to travel date, ensure travel for Principals reflects all travel requirements, including seating preferences/requirements, frequent or required traveler information (i.e., known travel number/TSA Pre-Check), hotel, transportation, and other such information.
• Prepare trip books for delivery 72 hours prior to departure. Trip Books should include, agenda, orders, transportation and accommodation reservation information, meeting/logistics POCs, meeting materials, and other supporting information (as required) and should be coordinated with any other staff providing travel read-a heads, or other materials. Trip book should also include EA or other support contacts for travelers, should unanticipated changes occur that require travel to be modified.
• Submit travel vouchers NLT 5 days after client provides travel voucher materials and track final payment to traveler.
• For special travel situations such as permissive TDY and certain trips funded by other organizations, prepare the appropriate documentation and authorization in DTS.
• For international travel (in addition to the above):
• Prepare country clearances;
• Ensure/facilitate required country clearance briefing and training for foreign travel;
• Establish host country points of contact to include embassy financial administrators and overall logistical support;
• Coordinate with the US Embassy (as appropriate) and organize all meeting, in-country logistics, flight, hotel, and rental car reservations;
• Prepare travel vouchers/travel claim submittals;
• Coordinate of all IT/communication equipment;
• Draft thank you correspondence.
• As required, identify the official protocols/procedures for the destination country; acquire the appropriate official gifts; prepare read-ahead materials, meeting documentation.
• As required, maintain a travel tracker that includes the program supported for the trip, description of the purpose of travel, destination, departure/return dates, authorization Centrally Billed Account (CBA) and per diem estimates, final voucher amounts, and when a voucher is paid. This includes invitational orders. Travel being funded by an external organization must also be tracked. This report shall be frequently updated to maintain currency and should include forecasted travel for the duration of the current fiscal year.
• Mail Processing. Process incoming mail, including e-mail and facsimile, to route correspondence to the appropriate individual in the office for response and action; maintain the Front Office equipment and supplies (printers, burn bags, files, etc.); collect and dispose of classified materials in accordance with destruction procedures and guidelines per Department of Defense Manual (DoDM) 5200.01.
• Other Duties. Perform other appropriate duties as assigned in an office environment.

• A Bachelor's degree from an accredited college or university is required. At the discretion of the Government, a minimum of four (4) years of specialized experience including military or industry executive assistant experience may be substituted in lieu of specific educational requirements, in addition to the minimum experience listed above.
• A minimum of five (5) years of recent and relevant experience is required for contractor support. Experience must include demonstrated experience providing timely and high-quality support to Executive-level Principals in a complex and fast-paced environment requiring a high-degree of critical thinking, initiative, problem solving, and professional judgment across an organizational setting (i.e., not siloed to one or two specific tasks).
• Top Secret Clearance Required; Must be able to obtain/maintain Top Secret SCI Clearance; #qinetiqclearedjob

• Possesses demonstrated knowledge and experience applying analytic methodologies and principles to address client needs. Performs analyst functions including data collection, interviewing, and creation of meeting documentation to support leadership objectives (e.g. read aheads, briefings, etc.).

• Highly preferred experience and skills in providing Executive Level Administrative Assistant support to Senior Executives in the Government, Military (DoD Flag / General Officers), or Private Sector.

Accessibility/Accommodation:

If because of a medical condition or disability you need a reasonable accommodation for any part of the employment process, please send an e-mail to staffing@us.QinetiQ.com or call (540) 658-2720 Opt. 4 and let us know the nature of your request and contact information.

QinetiQ US is an Equal Opportunity/Affirmative Action employer. All Qualified Applicants will receive equal consideration for employment without regard to race, age, color, religion, creed, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.