Executive Administrative Support III

Executive Administrative Support III

Requirements

• Active Top Secret/SCI with Polygraph clearance
• Minimum two (2) years of experience working within the IC
• Bachelor’s degree and a minimum of eight (8) years of relevant experience as an administrative professional; or a minimum of twelve (12) years of relevant experience as an administrative professional
• Excellent oral and written communication skills and demonstrated experience in writing/editing correspondence and briefings for senior executives
• Demonstrated ability to manage the workflow of multiple critical issues within a continuously adapting schedule
• Expert proficiency with MS Office products (Word, Excel, PowerPoint, Publisher, Outlook)
• Demonstrated excellence in diplomatic, organizational, time management, critical thinking, and interpersonal skills

Responsibilities

• Serves as primary Point of Contact (POC) for the office and provides administrative support to 1-2 designated SEs by performing a variety of complex and routine administrative duties in compliance with written and oral guidance and policies
• Interacts with high-ranking officials within the agency and throughout the IC, the Congress, the White House, and the private sector
• Prepares, contributes and/or provides substantive review of an extensive volume of written and oral materials
• Performs multiple critical and time-sensitive tasks simultaneously
• Coordinates with component divisions to assure alignment with key component priorities within ODNI and the IC
• Oversees and coordinates with component staff the development of read-ahead materials and briefing books to prepare senior executives for meetings, conferences, and other public events
• Plans, develops, and provides substantive briefings, presentations, reports, and other materials to inform senior leadership and other stakeholders on topics of interest
• Vets incoming correspondence, summarizes/highlights key issues or topics, and follows up to ensure proper and timely response
• Maintains a schedule of appointments that involves determining the importance of issues for each meeting and following protocol procedures for contacting principals
• Assists with timekeeping and updating HR systems by serving as element Timekeeper
• Prepares regular (e.g., weekly) status reports to keep the SE apprised of important issues
• Prepare meeting agendas, record meeting minutes, noting those actions that require follow-up, and disseminate to element staff, attendees/participants and other recipients for awareness and/or action
• Track incoming tasks actions and update element task action tracking systems
• Arrange domestic and foreign travel, compose travel cables and assist with processing travel vouchers
• Assist in coordinating project/events, including planning and coordinating multiple presentations, disseminating information, and organizing team events
• Prepare to host visitors, coordinate parking, pass security clearances and escort uncleared visitors
• Update and maintain records, files and other documents/materials (electronic or in hard copy)
• Back up support is provided within component divisions as needed

Preferred Qualifications

• Demonstrated ability to develop a professional network across organizational boundaries and at all levels
• Ten (10) years of progressively senior administrative expertise working directly for management at the CEO, SIS/SES/SNIS, VP level