Provide executive level administrative support to a federal customer. This position provides executive level administrative support in an office, usually to one individual, and, in some cases, to the subordinate staff of that individual. The individual maintains a close and highly responsive relationship to the day-to-day activities of the executive and staff, works fairly independently receiving a minimum of detailed supervision and guidance, and performs various clerical and administrative duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office.

Duties and Responsibilities:

Work independently, be highly responsive to management’s needs and manage assigned technical tasks to ensure the continuous, efficient functioning of administrative processes and accomplishment of customer organizational objectives.
Perform a variety of administrative tasks, which require an in depth understanding of the organization’s programs and procedures. Manage assigned technical tasks to ensure the continuous, efficient functioning of administrative processes.
Manage branch supply orders, ensure printer stations are monitored, and ensure phone rosters and staff communication rosters are updated.
Resolve a wide variety of administrative related issues and develop solutions for administrative or clerical functions independent of management.
Assist with the coordination, collaboration and compilation of division level generated documents, policies, operating procedures and training materials.
Be highly skilled and knowledgeable in all Microsoft Office software programs, including Outlook, PowerPoint, Word, and Excel.
Support and contribute to internal communication tools.
Coordinate large meetings, conference calls/VTCs, and conferences including complete facilities and travel arrangements for organization members and representatives.
Coordinate major meeting planning, including objectives, agenda development, attendees, action item definitions, tracking and closure.
Establish and maintain work unit calendars.
Establish appointment priorities, reschedule/refuse appointments and invitations in a timely manner.
Prepare internal/external briefs, status reports, memorandums, formal correspondence and other procurement related documents that are consistent with the SSP Director’s policy statements and directives, and the overall SSP program direction and priorities.
Attend meetings, maintain meeting minutes (summary), disseminate information concerning projects and programs, draw attention to important information or conflicts, and follow up on action items and advise staff of outcomes.
Design and develop effective and efficient methods to track high priority actions for projects and programs accurately and timely.
Collect and prepare responses to inquiries from external groups concerning technical aspects of assigned projects.
Independently ensure requests for action or information are relayed to appropriate staff members; interpret requests and respond appropriately.
Locate, assemble and prepare oral and written presentation material using multiple data sources.
Compose complex technical correspondence; provide management with evaluative material needed for the execution of programs and projects accurately and timely.
Assist in promoting cross-branch alignment, coordination, consistency and efficiency of projects and programs as is applicable to administrative tasks.
Provide detailed recommendations for achieving program/project objectives effectively and efficiently.
Work with various officials at all levels within the organization, field activities, government agencies and contractors, including representatives of foreign government programs.
Support external reporting/communication efforts by compiling data from multiple sources, generating documents and correspondence for government review and approval, and tracking and reporting status.
Perform other administrative duties as assigned accurately and in a timely manner.

Basic Qualifications:

Bachelor’s Degree OR 6 years or more of program/management/administrative analyst experience with a HS Diploma in lieu of a Bachelors is acceptable.
Secret Clearance required.
Must be highly skilled in Microsoft Office software, including Outlook, Word, PowerPoint, and Excel.
Ability to schedule appointments and correspond via email.
Must be able to favorably pass customer and company background and security process.

Minimum Qualifications:

6 years or more of program/management/administrative analyst experience desired.
Must have experience formatting, processing and records maintenance for all official documents. Experience in naval correspondence highly desired.
Working knowledge of JPAS is highly desired.
Experience in Defense Travel System is highly desired.
Ability to work independently and be highly responsive.
Must be mature, have independent judgment and take initiative.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job, email us at recruiting@gapsi.com. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.

GAP Solutions, Inc.

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