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Management & Administrative Support Specialist job

Hamdan ResourcesArlington, VA
Hamdan Resources jobs

Company

Salary

Skills

Job Description

Management & Administrative Support Specialist

Arlington, VA Pentagon

Candidate must be a U.S Citizen and hold an active TS/SCI

Job Description:

Our client is seeking a dynamic Management & Administrative Support Specialist (MASS) to support the Office of the Secretary of Defense (OSD) Cost Assessment and Program Evaluation (CAPE) Immediate Office (IO). The Immediate Office MASS will directly support the CAPE Deputy Director and provide support to the other senior staff as needed. He or She will work independently and proactively to execute the coordination/completion of myriad of business matters, such as transmitting information, obtaining and assembling data, preparing presentations, communicating internally within and externally with various directorate(s), scheduling calendar meetings and events. The MASS will also perform the following detailed activities:

  • Provide information, recommendations, and documentation in support of various office functions and special projects.
  • Provide administrative support including, but not limited to research and preparation of graphic presentations; word-processing, proofreading, filing, and database management.
  • Compile data and develop reports on operating unit programs, and procedures as related to the OSD CAPE and IO efforts.
  • Provide support services to receive and review submitted staff action officer packages, format action packages, and route the packages for appropriate signature.
  • Review and track action items as delegated.
  • Provide support services using the Defense Travel System (DTS) as Organization Defense Travel Administrator (ODTA) for each deputate scheduling Tour of Duty (TDY) visits, arranging associated travel and accommodation, preparing orders, vouchers, related paperwork and the organizations internal control policies.
  • Record compliance and other record lifecycle material applicable to existing Federal record policy and legislation, in accordance with the DoD Administrative Instruction 15 and other federal record requirements such as DoD, General Services Administration (GSA) and National Archives and Records Administration (NARA).
  • Maintain familiarity with Federal and Department policies with comprehensive knowledge of commonly used management methods, practices, procedures, regulations, policies and processes.
  • Assist with administrative operations to ensure they are met in a timely, orderly, and efficient manner to include event scheduling and logistics, minutes/note taking, office supply procurement, staff binders and contact lists, mail delivery and retrieval, photocopying and scanning, correspondence review, and staff move coordination.
  • Working knowledge of requirements for successful preparation and approval coordination of reports, briefings, memoranda, and presentations.
  • Understanding of knowledge management techniques and best practices.

Required Qualifications:

  • Bachelors degree (preferably a Bachelor of Science or Bachelor of Arts), or seven (7) years of executive assistant experience supporting senior-level Department of Defense (DoD) executives.
  • Ability to multi-task independently in a fast-paced environment.
  • Expertise with a Windows operating system and with the Microsoft Suite products (Excel, Word, Office).
  • Demonstrate ability to write clearly and concisely, to include proper use of grammar and logically correct content.
  • Working knowledge of requirements for successful preparation and approval, coordination of reports, briefings, memoranda and presentations.
  • Experience developing Microsoft Excel spreadsheets.

Nice to Have:

  • DoD system experience, specifically the Defense Travel System (DTS), and Correspondence and Task Management System (CATM).
  • Possession of excellent team-oriented and team skills.
  • Ability to articulate and solve complex problems and concepts.
  • Strong focus on quality control, customer service, consistency, and attention to detail to ensure accuracy of work completed.
  • Demonstrate knowledge of project management methodologies and techniques.
  • Strong analytical skills.
  • Attention to detail.
  • Critical thinking.
Estimated annual salary
$37,612
average
Minimum
$30,424
Maximum
$43,462

TASKS

  • Manage and maintain executives' schedules.
  • Make travel arrangements for executives.
  • Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
  • Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.

SKILLS

  • Reading ComprehensionUnderstanding written sentences and paragraphs in work related documents.
  • Active ListeningGiving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • WritingCommunicating effectively in writing as appropriate for the needs of the audience.
  • SpeakingTalking to others to convey information effectively.

KNOWLEDGE

  • Administration and ManagementKnowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
  • ClericalKnowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • Customer and Personal ServiceKnowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Computers and ElectronicsKnowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

Hamdan Resources

Type

Company - Private

Size

Small

Revenue

$5M to $10M

Location

44790 Maynard Sq. Ste. 100Ashburn, VA, 20147

Industry

Human Resources

Founded

2016

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