Admistrative Assistant

Administrative Assistant
MUST HAVE DON or USMC EXPERIENCE
ONSITE AT THE PENTAGON

3.4.1 Personnel Requirements.

3.4.1.1 Ability to perform the tasks in section 3.3.

3.4.1.2 Experience managing travel through the DTS and taskers using ETMS2;

3.4.1.3 Experience preparing correspondence in accordance with Navy Correspondence

Manual;

3.4.1.4 Experience providing general-purpose administrative and clerical support for

program tasks;

3.4.1.5 Experience with secretarial, word processing, graphics, desktop publishing,

editing and coordination;

3.4.1.6 Experience working in a fast-paced, high-pressure environment;

3.4.1.7 Possesses strong verbal and written communication skills and time management

skills;

3.4.1.8 Ability to multitask and manage competing priorities;

3.4.1.9 Ability to operate autonomously and with discretion;

3.4.1.10 A minimum of five (5) years (in the last seven (7) years) in administrative or

clerical experience, with two (2) of those years including administrative or

clerical experience in a DoD environment. This experience shall include

secretarial, word processing, graphics, desktop publishing, editing, phone

support, and schedule coordination.

3.4.1.11 Demonstrated knowledge of the DoD, particularly the DON, the Navy, and the

Marine Corps.

3.4.1.12 Demonstrated knowledge of working in a legal setting and with the attorneyclient

privilege desired.

Admin Assistant Role

3.3 Administrative Support Tasks: The contractor shall provide personnel capable of performing legal

executive administrative support services primarily within the Office of the DGC and occasionally to

the GC and PDGC for the following tasks:

3.3.1 Coordinate meetings, events, conferences, or other DON OGC-related engagements

(referred to hereafter as “meetings”) with senior executives and flag officers within the

Department of Defense, and high level private sector entities.

3.3.2 Support meeting coordination and schedules by:

3.3.2.1 evaluating the importance of phone calls and meeting requests and

recommending the appropriate stakeholders necessary for meetings and

decision-making;

3.3.2.2 efficiently and timely routing phone calls and scheduling meetings;

3.3.2.3 analyzing requests and rapidly changing course to meet impromptu demands and

changing priorities regarding the schedule of the DGC;

3.3.2.4 recommending the prioritization, arrangement, scheduling, or refusal of

meetings;

3.3.2.5 arranging for representation at meetings by substitute officials;

3.3.2.6 communicating with internal and external organizations to resolve meeting and

schedule requirements;

3.3.2.7 preparing and reminding members of the immediate office of the DGC

regarding upcoming meetings;

3.3.2.8 attend meetings to take detailed notes, acquire and maintain supporting

documents or other information presented, and subsequently provide summaries,

as assigned; and

3.3.2.9 identify directed actions resulting from meetings.

3.3.3 Support internal and external client and guest support by greeting guests and visitors,

answering questions involving established policy on routine matters.

3.3.4 Support DGC’s functions, as assigned, for purposes of performing the confidential duties

involved in correlating, assembling, or otherwise preparing data for action, including the

acquisition and assembly of source material as requested by the DGC.

3.3.5 Prepare correspondence, draft remarks and reports in final format from drafts, ensuring

documentation on Government customer’s internal file storage and/or web-based

documentation repository (e.g., ETMS2 or other tasking systems).

3.3.6 Provide administrative support by creating memos, letters, information binders, and other

documents as needed including preparing meeting agendas, taking meeting notes and

other administrative/clerical tasks, as identified.

3.3.7 Support office staff with general administrative and operational tasks (e.g., update and

maintain phone roster, wallet cards, face charts, org charts, book conference rooms,

manage conference call login and attendance, de-conflict meetings, manage visitor

paperwork and safety protocols)

3.3.8 Plan and schedule meetings, mitigate scheduling conflicts, create agendas, act as the

point of contact between senior leaders and internal and external colleagues, develop

presentations, and provide logistics support for office related events. Send reminders

regarding upcoming appointments and ensure read-ahead materials are provided in

advance of meetings.

3.3.9 Screen and direct phone lines and correspondence.

3.3.10 Assist with coordination of calendars, schedules, meeting logistics and travel

arrangements of office’s senior leaders and event planning, reconciling and inputting

information in the Defense Travel System (DTS) and other DoD and DON systems (e.g.,

DoD conference reporting tool).

3.3.11 Manage communication of information in and out of the office including processing and

distributing classified documents. Ensure all communications (i.e., memos, presentations,

instructions, and packages) are formatted in alignment with Department of Navy

standards.

3.3.12 Assist in organizing and maintaining files in filing systems, paper and electronic, and

tracking of taskers within ETMS2 or other tasking systems. Identify efficiencies for

improving current systems and processes.

3.3.13 Assist in preparation of presentation and event materials.

3.3.14 Order office supplies and maintain levels sufficient for office workload.

3.3.15 Complete all tasks within suspense dates for each task.

3.3.16 Additional administrative support, as needed.

Job Type: Contract

Salary: From $70,000.00 per year

Application Question(s):

• This is for a proposal bid for the 28th September. If won, you would need to start immediately. Are you okay with this?
• Do you have any DON or USMC Experience?
• Willing to do onsite at the Pentagon?
• citizenship status?
• this is an urgent role, please email nicayla.javer@intersecinc.com

Work Location: In person

Salary : $70,000 - $-1