Job Description:
HunaTek is searching for an Executive Assistant with an understanding of contract administration thatshall provide direct executive-level support (engagement, coordination, negotiation, product development, and delivery and project management) to the senior leadership at a Government Agency. They will provide diverse and complex duties in support of the Directorate and/or Offices; as well as, provide professional administrative support for the day-to-day operations.
This position requires wide latitude of discretion regarding workflow and priorities, as well as in-depth knowledge of various executives' styles, methods of operation, and authorities.
Essential Job Functions:
Provide a bridge for complex cyber issues at all levels of the Department using superlative verbal and written communication and interpersonal skills;
Provide oversight of CTS Directorate and Office level executive communications, approvals, and products to ensure consistency of message and process for internal and external communications to the CTS stakeholders and customers;
Maintain an awareness of the internal structural levels of the organization
Manage the workflow of Office level calendars and adapt to frequent schedule adjustments
Gather data and information from Offices, review data for accuracy and relevancy, compile information, ensure product quality (substance, format, and grammar), and shepherd the product through the review and approval processes in support of: Daily Activity, Weekly Activity, and Bi-Weekly (every two weeks) Activity reports;
Maintain an efficient office environment to include the ordering of supplies/equipment; arranging for office equipment and repairs; participate in event planning
Monitor administrative requirements of office and coordinate administrative matters, in coordination of the supervisor, with other offices;
Support the Contract Officer Representative with contract administrative duties such as, preparing documents for up to the point of signature and invoice review support.
Prepare and/or edit organizational charts on a monthly basis
Attend meetings; capture and distribute minutes derived from the meeting;
Coordinate meetings and official representational functions (prepare contact/guest lists and invitations and track responses). Work with visit control officers to plan and coordinate official conferences and high-level visits;
Oversee all aspects of travel to support the Offices and Resource Management; coordinate all logistics and transportation needs, and generate government travel orders with accuracy and adherence to Federal and DOS Travel Regulations through the E2 Travel Platform
Make appointments for supervisor, open and distribute mail, file, make copies, and perform other administrative duties as assigned;
Prepare time and attendance records for supervisor and office staff;
Order office supplies and equipment;
Perform special assignments, project support, and other administrative support on request, providing substantive support and assistance to the team.
Duties encompassing, but not limited to the following, may fall into the office management field:
Preparation of contractual documents for signature and invoice review
Updating and maintaining appointment calendars
Setting up appointments and meetings
Opening incoming mail and routing it to appropriate individuals
Organizing and maintaining filing systems
Making travel arrangements
Escorting and receiving visitors to the office
Final proofreading and editing of the material of others
Developing and implementing office procedures
Composing letters for signature of supervisor
Assembling information for reports
Setting up and maintaining d bases
Skills and Qualifications Required:
Must be a US citizen and possess a SECRET clearance;
Associates degree or three years of increasingly responsible administrative experience may be substituted for education;
Must be highly organized and have excellent oral and written communication skills in order to interface with personnel and other government agencies at all levels;
Ability to handle multiple tasks simultaneously;
Ability to communicate effectively orally and in writing;
Knowledge of office policies, practices, and procedures;
Must demonstrate thorough knowledge of Microsoft applications (MS Word, Excel, PowerPoint). Solid Microsoft experience is plus;
Experience working with dbases;
Knowledge of basic accounting skills helpful;
Ability to work independently;
About Us:
At HunaTek, we build teams of people from all backgrounds with varying levels of experience, knowing firsthand that diversity of thought will strengthen our ability to deliver for our customers. We work hand in hand with Federal civilian and military staff, pulling together to further the interests of our nation and home and abroad.
Whenever possible, we provide opportunities for our employees to learn new skills, obtain certifications, attend industry events, and have some fun together.
Our Benefits:
We offer a comprehensive benefits package designed to make sure our employees and their families have access to good health care, are insured against catastrophic health events, can put money aside for retirement and are able to maintain a healthy work-life balance. These benefits include:
Comprehensive medical, dental and vision
Long-term and short-term disability insurance and term life insurance
401(K) with safe harbor contribution
Paid time off and 11 paid holidays
Tuition and career development assistance
A selection of voluntary benefits
ADA: HunaTek will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.
EEO/AA: HunaTek does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, sexual orientation, gender identity, veteran status, height, weight, or marital status in employment or the provision of services and is an equal access/equal opportunity/affirmative action employer.
