What are the responsibilities and job description for the Executive Assistant position at D&G Support Services, LLC?
Executive Assistant- US Coast Guard
Job ID# 406
Job Description Summary: The Executive Assistant to support the United States Coast Guard’s Office of Aviation Acquisition (CG-931) in Washington, DC. The ideal candidate will have experience with the day-to-day administration and maintenance of routine Coast Guard deliverables by providing documentation and administrative support in the areas of communications, data management, technical writing, task and metric tracking, briefings, performance measurement, and meeting support.
Roles & Responsibilities:
- Provide administrative support duties such as filing, copying, document routing, onboarding new personnel, managing seating charts, cubical spaces, maintaining CG-931 leadership calendars, and coordinating all aspects of government travel for individuals and groups.
- Support program (virtual and in person) meetings through scheduling, facilitation, note taking, and action item tracking. Perform meeting management functions including, but not limited to, electronically scheduling meetings and meeting locations, coordinating attendees, developing and distributing meeting agendas and minutes.
- Track and maintain task assignments and monitor status of items for executive level staff and initiate organizational performance metrics.
- Track and process awards and recognition for military personnel and civil service employees in accordance with respective Coast Guard instructions/policy.
- Perform program-level research to prepare draft correspondence, senior level briefings and reports, program budgets, and associated supporting material. Correspondence format shall be in accordance with the latest series of the U.S. Coast Guard Correspondence Manual.
- Possess a thorough understanding of and review/edit program acquisition documentation including (but not limited to) major system acquisition documents, reports, schedules, briefs, and INVEST submissions and provide feedback to promote consistency and standardization and ensure quality and timeliness of deliverables within the portfolio of aviation acquisition programs.
- Oversee the compilation and update of the Quarterly Risk Report to Congress, Quarterly Acquisition Brief (QAB), and other portfolio-wide routine reports and data submissions.
Qualifications/Requirements:
- A BS/BA degree in a relevant field
- Possess at least four years of experience in the high-level administrative aspects for executive level staff of Major or Non-major systems acquisition.
- Proficient in the following Microsoft applications: Word, Excel, PowerPoint, Outlook, Teams, and SharePoint.
- 3-5 years working with MS 365 tools required, particularly Outlook, Excel and MS Teams.
- 3-5 years managing calendars, appointment settings, arranging large meetings and conference calls.
- 3-5 years reviewing and editing documents.
- 3-5 years managing email correspondence.
- 3-5 years working within strict policies and procedures.
- 3-5 years working with the Federal Government.
Additional Requirements:
- This role is restricted to U.S. person(s) (ie., U.S. citizens, permanent residents and other protected individuals under the immigration and Naturalization Act, 8 U.S.C. 1324b(a)(3))*
Eligibility Requirements:
- Ability to pass a Public Trust background investigation.*
Desired Characteristics:
- Experience with DHS INVEST system.
- Experience supporting the U.S. Coast Guard, particularly in the areas of Coast Guard correspondence, award processing for military and civilian employees, and support to Coast Guard Major or Non-major acquisition programs.
- Well organized.
- Strong attention to detail.
- Ability to work collaboratively and in a team environment.
- Strong written and verbal communication skills.
- Excellent Analytical Skills.
- Self-Motivated with a passion for learning and developing new skills.
- Effective problem identification and solution skills.
- Strong ability to work with all levels of employees including Executive.
Location:
- Hybrid
- 2-3 days a week on-site at Coast Guard Headquarters, Washington DC
Who We Are:
D&G is one of the fastest growing companies in the Washington-DC area and honored to be named one of the “Best Places to Work” in the nation. We are an 8(a), Service-Disabled Veteran Owned (SDVOSB), and Women Owned Small Business (WOSB) that has been recognized at the highest levels to include DHS Secretary and Secretary of the Army PM and Team of the Year Awards. We are driven to mission success through a combination of ownership, leadership, and accountability. We believe in giving back to our community and proudly supporting organizations such as Homes for Our Troops, SemperK9, and Wreaths Across America.
What We Offer:
- Highly Competitive Salary
- Outstanding Full-Time Benefits
- Bonus, Profit Sharing
- Telecommuting/Flexible Hours
- Education Reimbursement
- Generous PTO
- This role is restricted to U.S. person(s) (ie., U.S. citizens, permanent residents and other protected individuals under the immigration and Naturalization Act, 8 U.S.C. 1324b(a)(3)). D&G Support Services will require proof of status prior to employment.
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