Executive Secretary

The Executive Secretary will provide administrative support to a variety of NGA offices. Depending on the customer office, some tasks can be more dynamic (i.e., less routine) and challenging than other tasks. Team Member is expected to display a high level of professionalism and quality of work regardless of the labor category.

Team member shall:

• Interact, coordinate, and facilitate office administrative activities in a proactive, efficient and professional manner.
• Achieve all daily administrative requirements in an efficient and competent manner.
• Obtain a strong working knowledge and understanding of the assigned office's organizational policies, guidance and administrative business rhythms and processes.
• Take general operational and administrative direction from the Government office's designated lead (the Government Point of Contact or (GPOC)). Other internal/external Government staff within the assigned office may also routinely assign tasks within the scope of the administrative requirements. If conflicts in direction occur, Team Member shall make every effort to professionally resolve the issue and, if required, contact Metronome's ESAS PM for assistance.

At times, an office's administrative support requirements and business rhythms could shift in tempo to support surges or expand/contract due to organizational driven changes. Therefore, personnel must provide the necessary flexibility that may be required to accommodate different administrative support needs found in each customer office across the agency and when organization driven changes occur.

Duties and responsibilities

The Executive Secretary (ES) will support those NGA offices at the Directorate, Group or Office organizational level having Senior Executive Service (SES), Defense Intelligence Senior Leaders (DISL) leadership, and/or Flag Officer. Team Member requires a high level of professionalism, performance, and accountability. Support at this level is expected to occur in a fluid and autonomous manner.

Team Member shall be responsible for anticipating administrative requirements in order to proactively support office leadership with day-to-day business rhythms that may involve a wide-range of tasks; they are expected to maintain a flexible work-style that adapts to dynamic office tempos and changing priorities.

Administrative support will mainly consist of performing the following General Requirements:

• Maintain a working level understanding of the NGA organization and its corporate business rhythms in order to effectively execute administrative requirements for the office. This includes reading, understanding and applying applicable IC, DoD and NGA policies, instructions, regulations, and guidance.
• Receptionist duties such as: greeting, receiving, and assisting office visitors, to include escorting to meeting place, upon entrance/exit of the facility, or as required; answering phone calls for the purpose of recording messages, transferring calls, assisting with caller inquiries, coordinating office agendas and activities; etc.
• Operate a computer, calculator, copier/scanner, and other common office equipment. This includes the ability to use standard office equipment and Microsoft Office software applications to the degree expected at each labor category.
• Process mail to include retrieval, opening (as required), inspecting, distributing, and picking-up for mailroom delivery.
• Read publications, regulations, directive, instructions and guidance and take action or refer those that are important to office leadership, management and/or staff.
• Establish and maintain both hardcopy and computer based filing systems, to include performing routine filing of various office data/record files.
• Prepare, review and/or edit correspondences such as form letters, reports, tables, spreadsheets, and other printed material.
• Copy and scan office documents, files, records, etc. Some tasks may include either actually performing the copy/scanning operation or assisting with the processing through NGA rapid reproduction.
• Assist with the preparation of materials needed for conferences, correspondence, appointments, travel, meetings, telephone calls, etc.
• Administratively support the designated Government Hand Receipt Holder (HRH). This does not mean becoming the HRH because this is considered an inherent Government function.
• Manage office calendars to support planning and coordination of office events, functions, meetings, work requirements and other noteworthy calendar topics.
• Perform data entry and maintenance of stored data/records in established databases, spreadsheets and other electronic data/record tracking and repository systems.
• Assist with meeting agendas, arranging meet-me numbers and conference room schedules, coordinating meeting material and pantry items, taking meeting notes and producing a post-meeting report for approval and distribution, tracking meeting action items for disposition, etc.
• Support creation of Staff Summary Sheets (SSS) and staffing of documents for review and/or signatures.

In addition to the general requirements listed above, the Team Member responsibilities shall, but are not limited to the following administrative activities:

• Learn and maintain a working knowledge of the Intelligence Community (IC) and specifically for those IC partners the office may interact with the most. This may include implementing administrative workflows, procedures and guidelines to achieve a smooth exchange of information and coordination of mission requirements.
• Independently provide professional and responsive secretarial support to leadership personnel and staff in support of organizational mission requirements. This will require executing a broad range of secretarial responsibilities with some tasks occurring routinely and/or on an "ad-hoc" basis per real-time needs of the office.
• Independently manage office schedules and calendars to administratively support timely planning, coordination, execution, and completion of business rhythms, corporate requirements, and events (i.e., meetings, conferences, travel, etc.).
• Independently apply mature and objective judgment to determine best approach and course of action to take in both routine and non-routine administrative situations. This will require accurately interpreting and adapting guidelines, including unwritten policies, precedents and practices that are not always completely applicable to a changing situation.
• Assist senior leadership personnel and its staff on a broad range of administrative requirements. This includes serving as focal point for coordinating, consolidating, reviewing, managing information, and providing assistance concerning office administrative requirements in concert with the designated Government Chief of Staff (CoS), Executive Officer and other staff personnel.
• Proactively anticipate and keep leadership and/or staff apprised of high priority issues, requirements, and developments as it relates to office business and administrative activities.
• Perform administrative activities to facilitate the planning, coordinating and executing of corporate organizational functions (e.g., events, town halls, meetings, conferences and other official gatherings) the office may host, support and/or participate.
• Support office discussions regarding the organization's administrative business rhythms and contribute recommendations as deemed appropriate. Specifically notify office leadership and management on the administrative implications of additions, deletions, or changes to the varied functions of the organization.
• Produce draft and/or final office correspondence or documents for senior leadership's consideration and signature. Review and provide suggested edits to office correspondence and documents.
• Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence and other offices, etc. under general directives.
• Create workbooks (e.g., read-ahead, staffing, continuity, standard operating procedures) for leadership planning and/or to support execution of leadership responsibilities and office administrative business rhythms.
• Support office with the development of guidance, procedures and/or policies relative to facilitating administrative activities of the organization. These functions may include training/travel budgets, suspense systems, space planning, personnel management, record management, logistics support, asset tracking, etc.
• Perform basic research in support of reports and other administrative requirements.
• Support the creation of office briefings either as the one creating or reviewing the briefing content and format.
• Provide support to leadership and staff on the organization's administrative business rhythms and requirements to facilitate effective management. Specifically advise on the administrative implications of additions, deletions, or changes to the varied functions of the organization.
• Assist secretaries in subordinate offices on new procedures; request information from subordinate office for periodic or special conferences, reports, inquiries, etc.

Clearance Requirements

All Team Members must have and maintain a current Top Secret/Sensitive Compartmented Information (TS/SCI) security clearance and a current Polygraph.

Work Environment

The work environment is generally categorized as professional and will be performed in an office environment. Team Member shall demonstrate a professional demeanor, neat appearance, and understanding of proper office etiquette at all times.

The dynamics of the various customer offices can be diverse, fast-paced, demanding, and stressful with short suspense's and multiple tasks having competing priorities. It should be noted that each office is unique and therefore administrative tasks could be dynamic and vary in complexity. Team member shall maintain a flexible work-style that adapts to dynamic office tempos and changing priorities.

There is significant routine contact with senior leadership, management and other administrative personnel within NGA. Team Member shall maintain a professional demeanor at all times.

Work Schedule

The established work day is 8 hours/day, Monday thru Friday, with start times no earlier than 0600 and end times no later than 1800 hours. An exception to the 8 hour/day schedule is if the Government customer office agrees to a Flexible Work Schedule (FWS). Switching to a FWS schedule requires a GPOC to notify the COR and the Team Member personnel to coordinate with their Contractor PM. A FWS schedule is not certain, and that schedules can change based on the needs of the customer office. Team member may not exceed more than 40 hours per week.

• 10 years of experience as a secretary or similar
• Bachelors degree
• 3 years of experience using DTS
• 3 years of experience managing multiple calendars through Microsoft Outlook
• Experience setting up and executing taskers
• Proficient with Microsoft Office 365