Executive Assistant

Goldbelt Frontier fosters a collaborative environment where employees are encouraged to utilize and employ their operational and leadership skills. Many senior project managers and business analysts are subject matter experts in their respective fields. Frontier understands how to support multiple stakeholders to aid in developing and implementing national policies, strategies, and doctrine.

Summary:

Goldbelt Frontier LLC is seeking a qualified candidate to perform work to assist Washington Headquarters Service (WHS), Office of Net Assessment (ONA) in the areas of TEMPORARY Executive Assistant (EA) to the Directors, Office of Net Assessment. This position is critical in its support to the organization with regard to the effectiveness with which all day-to-day operations and programs are managed and executed. The EA manages the Directors' daily calendar, including scheduling meetings, confirming appointments, writing itineraries, and arranging for transportation. The EA will also be required to screen all visitors to determine the level of support needed and be courteously, polite, and professional.

Background:

Office of Net Assessment (ONA), Office of the Secretary of Defense, reports directly to the Secretary of Defense and the Deputy Secretary of Defense on long-term assessments of trends, risks, and opportunities and is responsible for highly specialized, sensitive analytical and intelligence related issues of vital importance to the national defense. The Director advises the Secretary of Defense on a wide variety of current and future issues of particular importance to the Secretary by analyzing current and emerging international problems and trends of major significance to the security of the United States, and the range of possible political-military actions for dealing with the long-term aspects of such problems and opportunities. The Director contributes to the identification of the national security objectives of the United States, assessing the long-term implications of U.S. and foreign defense initiatives, and assists the Secretary of Defense in distinguishing basic national security issues, alternative policies, and the criteria for choices. Critical to such support of the Secretary is a research program keyed to bringing the best and brightest minds and experience in the nation to the attention of the Secretary of Defense and Deputy Secretary of Defense.

This is a temporary position in which the contract ends in July.

Essential Job Functions:

• Provide high-level administrative support for the Director(s) to ensure that they can efficiently accomplish key tasks and initiatives.
• Must have an Active Top Secret/SCI and must be able to maintain an SCI at the level of security required for the life of the contract. This position allows for conditionally based telework eligibility.
• Organizes meetings, including scheduling, sending reminders, and organizing resources for the meeting when necessary.
• Performs a variety of administrative and executive support assignments. Responsible for carrying out the administrative and other activities or functions, which facilitate the effectiveness, efficiency and productivity of the ONA Director(s).
• Responsible for managing the schedules and communications of the Director(s). Duties include prioritizing emails and phone calls, gathering documents to prepare for meetings and coordinating travel arrangements.
• Provides advice and assistance to the Director and Chief of Staff (CoS) concerning administrative processes of the organization.
• Ensures the Director's calendar aligns with his intentions by maintaining a concrete understanding of his priorities for meetings, engagements, conferences, and other events demanding the Director's attendance or attention.
• Works with the Engagements and Special Projects team to prepare the Director with the needed context, products, and facility/travel/technical/security support ahead of meetings, engagements and events.
• Reviews written communication including memorandums and letters to ensures they are technically accurate, clear, succinct, and appropriate to the intended recipient.
• Schedules, coordinates, and prepares meetings for the Director with audiences both internal and external to the Department of Defense.
• Escorts official guests and visitors to the Director(s) and CoS.
• Plans, executes, or oversees special requirements relative to visits of dignitaries, conferences, and briefings to the Director. These necessities include but are not limited to Foreign Visit Requests, Pentagon Force Protection Agency Visitor Portal requests, and visitor parking for the Director(s)' meetings.
• Responsible for serving as the manager of the Director's petty cash fund as well as the POC for Military Executive Dining accounts held by the Director and Deputy Director.
• Leads an Engagements and Calendar Scrub briefing that is designed to realign the Director's calendar to meet the organization's goals. Reviews and prioritizes the list of meetings to ensure that most time sensitive and matters and meetings are conducted per the Director's guidance.
• Leads a daily meeting with leadership to provide the Director with the pertinent information necessary to accomplish the following day's mission.
• Ensures the technical and logistical capability for the Director(s) to conduct scheduled meetings and discussions. This includes reserving conference rooms space, arranging and assisting in virtual meetings (i.e. Zoom, Microsoft Teams, VTC, etc.), and investigating alternate means to ensure these vital meetings can be accomplished between the parties involved.
• Arranges for the transportation and travel for the Director's transit to and from meetings, engagements, and events. This includes utilization of DoD and non-DoD booking systems (Defense Travel Systems (DTS), MyTravel, WHS Executive Transportation, APACS, etc.)
• Routes and submits documents for the Secretary of Defense's and Deputy Secretary of Defense's approval, action, or review to the Executive Services Division (ESD) for proper handling, tracking, and delivery.
• Answers the Director's phone calls in a polite and professional manner. Welcomes visitors to the organization and identifies the purpose of their visit before directing them to the appropriate team and/or individual.
• Retrieves classified and unclassified correspondence submitted to the Director and organization through the Executive Support Center, SecDef Cables, and ESD.
• Reviews correspondence submitted for the Director's signature to ensure completeness, proper formatting and accuracy prior to submission.
• Supports the Director by completing travel claims and voucher settlements through appropriate channels.
• Other duties as assigned.

Necessary Skills and Knowledge:

• Ability to work under pressure, manage multiple tasks simultaneously, and meet deadlines.
• Strong leadership skills and ability to interact with customers, partners, and foster cross-functional teamwork.
• Excellent written and verbal communication skills are required.
• Ability to think analytically and apply sound judgment, solve problems, make effective decisions, and act with integrity.
• Interpersonal skills needed to interact tactfully and effectively with Department of Defense, Interagency and international senior civilian, military, and elected officials.
• Expert ability and skill in oral communication to technically advise leadership and staff in scheduling functions and to act as a Liaison and foster collaboration in scheduling across other organizations (e.g., the Joint Staff, OSD and the Services).
• Expert ability and skill in preparing and reviewing correspondence. Experienced in reviewing written communication including memorandums and letters to ensures it is technically accurate and complete, clear, succinct, and appropriate to the intended recipient.
• Skilled in organizing briefings to senior executives and general officers.
• Basic knowledge of the organizational structure of OSD, to include programs, mission and functions
• Pre-existing network of subject matter expert, administrative, and senior principal Front Office personnel
• Proficiency in DoD DTS or MyTravel Systems
• Skill and expertise in the utilization of Microsoft Teams, Zoom, and other virtual platforms.

Minimum Qualifications:

• Bachelor's Degree - Business, Management, Economics, Engineering, Operations Research, or Systems Acquisition.
• Minimum four (4) years of proven experience in managing complex projects that require interactions with a diverse array of people and organizations.
• Proficiency in the use of the Microsoft Office Suite of applications including Word, Excel, PowerPoint, Outlook, SharePoint, as well as Adobe Acrobat.
• Minimum five (5) to seven (7) years related EA experience.
• Possess the ability to acquire and maintain a Common Access Card (CAC).
• Active Top Secret/SCI clearance
• US Citizenship

Preferred Qualifications:

• Knowledge of Federal government organizational structure, particularly the interrelationships of the executive and legislative branches. Ability to deal, on a routine basis, with Congressional staff, local government officials, and industry representatives.
• Knowledge of qualitative and quantitative techniques for analyzing and measuring the productivity of the administrative programs within the purview of the EA.

Pay and Benefits

The salary range for this position is $95,000 to $110,000 annually.

At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.