Executive Assistant - 25646 in Arlington, VA at Alion Science and Technology

Date Posted: 4/16/2018

Job Snapshot

  • Employee Type:
  • Location:
    Arlington, VA
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:
  • Job ID:

Job Description


The Executive Assistant will support the Office of the Assistant Secretary of Defense for Research and Engineering (OASD(R&E)) and the Office of the Principal Deputy, Assistant Secretary of Defense Research and Engineering (ASD(R&E)).  ASD(R&E) is tasked with providing oversight of science and technology and advanced component development and prototypes i.e. Research and Engineering (R&E) to solve current and future technological challenges for the Department of Defense (DoD).  There are five main Directorates and organizations under the ASD(R&E) purview:  Principal Deputy (PD), Research, Systems Engineering, Emerging Capability and Prototyping, and Development Test and Evaluation.  ASD(R&E) requires highly specialized program and technical support services to achieve its mission.  The PDASD(R&E) supports the ASD(R&E) in formulating, planning, and reviewing the DoD Research, Development, Test, and Evaluation (RDT&E) programs, plans, strategy, priorities, and execution of the DoD RDT&E budget.  Specifically, the PDASD(R&E) reviews the maturity of technology as part of the acquisition cycle, as well as develops options to reduce the overall technology development risk to DoD programs.  In addition, the PDASD(R&E) watches technology development in the rest of the world to minimize the possibility of technology surprise that could affect the US military capability balance.

The Executive Assistant will provide executive level administrative assistant support and quality customer services for the combined Office of the Assistant Secretary of Defense Research and Engineering and the Office of the Principal Deputy.  The contractor shall manage the day-to-day operations of the office; maintain a professional work environment by knowing Senior Executive Service protocols; plan and schedule meetings, appointments and conferences; interaction with the public, receiving visitors to the office; manage projects and  conduct research; prepare and edit correspondence, reports and presentations; coordination and preparation of official government travel using the Defense Travel System (DTS); organize and maintain files and records; mail processing; and monitor the Correspondence and Task Management System (CATMS) tracking system.  The contractor shall have proven advanced skills in Microsoft (MS) Office applications to include MS Outlook, MS PowerPoint, MS Word, and MS Excel. 
All EA's shall be able to perform all functions and be cross-trained for:
1. Manage and maintain the complex calendars and schedules of ASD(R&E) senior personnel, and resolve conflicting priorities and orchestrate changes to the calendar, as required, that may include coordination, verification, and scheduling of meetings with senior government personnel, congressional members and staff, industry, and academia personnel.
2. Answer the telephone, take messages and/or refer calls to other individuals, as appropriate within the ASD(R&E) organization.
3. Plan, coordinate, and confirm logistical support (transportation, badges, security clearance paperwork, audio visual support, and etcetera) for meetings held in conjunction with the ASD(R&E) activities.
4. Escort, greet, and provide information supporting visits to the ASD(R&E).
5. Receive, coordinate, and respond to invitations received by the ASD(R&E).
6. Provide a daily read-ahead book with information for the next day and next week activities for the ASD(R&E) prior to the end of the duty day.
7. Compose drafts of short notes, internal memos, and formal official correspondence in addition to tracking taskers/actions based on inputs/guidance from senior level staff in the office.  The memos and other documents shall follow the standard established for the office and shall be appropriate for senior level government officials.
8. Assist in preparing required reports and presentations, to ensure required material/content is ready for principle review prior to scheduled meetings, to include copying material for distribution.
9. Coordinate office administrative functions including office security administration, processing security clearance and visit requests for ASD(R&E) personnel and visitors, scheduling office events and ordering supplies.
10. Maintain the Front Office space so that it is presentable as appropriate for an Assistant Secretary of Defense.
11. Maintain electronic copies, and paper as directed by the Government, of files of all office documents including letters, memos, reports, and briefings.
12. Maintain/manage the CATMS task tracking system as required. Maintenance/management of CATMS includes:
a) Initiate, format, and assign;
b) Upload and maintain documents;
c) Retrieve and access documents;
d) Track and coordinate actions, including documentation of package arrival and departure, and hand carrying packages as required;
e) Finalize and closeout actions as appropriate.
13. Perform administrative and logistic tasks in support of U.S. and international travel by ASD(R&E) staff including all travel and logistical arrangements:
a) In accordance with Defense Travel System (DTS) and ASD(R&E) guidelines, create and amend (as appropriate) authorizations (orders), and vouchers (local and non-local) in DTS;
b) Prepare trip books for delivery 24 hours prior to departure. Trip Books should include, agenda, orders, transportation and accommodation reservation information, meeting/logistics POCs, meeting materials, and other supporting information (as required);
c) Submit travel vouchers NLT 5 days after client return from travel;
d) For special travel situations such as permissive TDY and certain trips funded by other organizations, prepare the appropriate documentation and authorization in DTS.
14. For international travel (in addition to the above):
a) Prepare country clearances;
b) Establish host country points of contact to include embassy financial administrators and overall logistical support;
c) Coordinate with the US Embassy (as appropriate) and organize all meeting, in- country logistics, flight, hotel, and rental car reservations;
d) Prepare travel vouchers/travel claim submittals;
e) Coordinate of all IT/communication equipment;
f) Draft reports and thank you correspondence.
15. As required, identify the official protocols/procedures for the destination country; acquire the appropriate official gifts; prepare read-ahead materials, meeting documentation.
16. As required, maintain a travel tracker that includes the program supported for the trip, description of the purpose of travel, destination, departure/return dates, authorization Centrally Billed Account (CBA) and per diem estimates, final voucher amounts, and when a voucher is paid. This includes invitational orders.  Travel being funded by an external organization must also be tracked.  This report shall be frequently updated to maintain currency and should include forecasted travel for the duration of the current fiscal year.
17. Process incoming mail, including e-mail and facsimile, to route correspondence to the appropriate individual in the office for response and action; maintain the Front Office equipment and supplies (printers, burn bags, files, etc.); collect and dispose of classified materials in accordance with destruction procedures and guidelines per Department of Defense Manual (DoDM) 5200.01.


Experience: A minimum of ten (10) years of experience.  Highly preferred experience and skills in providing Executive Level Administrative Assistant support to high-ranking Federal Government Senior Executive or DoD Flag / General Officers is preferred.

Education:  A Bachelors degree from an accredited college or university is highly preferred. At the discretion of the Government,  specialized experience including military, private executive assistant may be substituted in lieu of specific educational requirements.

Clearance Required:  Must have an activeTop Secret, and the ability to obtain and maintain SCI.

Travel:  None.

Diversity Statement

Women, minorities, individuals with disabilities and veterans are encouraged to apply.  Alion will provide a reasonable accommodation to individuals with disabilities and disabled veterans who need assistance to apply.  Please visit the Alion Careers site for more information

U.S. Citizenship Required.

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