Job Description

Administrative Assistant

Active Top Secret / SCI Clearance Required - No Sponsorship

Position Objective:

GAP Solutions is seeking an AA to support a variety of NGA offices. The AA independently accomplishes more of the general or routine office administrative tasks. The AA category should have the expertise and qualifications to accomplish moderately complex administrative tasks with minimal guidance and assistance. Depending on the customer office, some tasks can be more dynamic (i.e., less routine) and challenging than other tasks.

Duties and Responsibilities:

• Support administrative requirements at the lower- to mid-management levels of an office.
• Maintain executive calendars in Microsoft Outlook to include scheduling meetings as requested, sending meeting invites to requested attendees, reserving conference rooms, setting up Video Teleconference (VTC) or WebEx connections, deconflicting meetings and prioritizing meetings based on executive priorities.
• Provide the office with a centralized source of administrative expertise and guidance, which ultimately affects the success of the mission.
• Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence and other offices, etc. under general directives with minimum assistance and/or guidance.
• Support the office with development of guidance, procedures and/or policies relative to facilitating administrative activities of the organization. These functions may include training/travel budgets, suspense systems, space planning, personnel management, record management, logistics support, asset tracking, etc.
• Produce professionally written emails, letters, documents, and other material that is succinct, coherent, uses proper tone, demonstrates proper grammatical use of the English language, and presents proper format/form per established corporate/office guidance.
• Articulate and exchange information (i.e., requirements, actions, needs, status, etc.) in a professional tone and attitude to achieve efficient business rhythms.

Basic Qualifications:

• Active TS/SCI clearance required.
• Bachelor’s degree in General Business Administration or related field with minimum 2 year of Administrative experience OR

Associate’s degree in General Business Administration or related field with minimum 4 year of Administrative experience OR

High School Diploma with minimum 6 year of Administrative experience.

• Proven experience as an administrative assistant supporting routine administrative requirements.
• Capable of handling moderate workloads effectively coordinating with multiple resources, and multitask in a fast paced environment that may often have competing priorities with minimal assistance.
• Create workbooks (e.g., read-ahead, staffing, continuity, standard operating procedures) for leadership planning and/or to support execution of leadership responsibilities and office administrative business rhythms.
• Strong working knowledge of Microsoft Office applications. To include, managing calendars in Outlook and responding to emails; building/updating PowerPoint briefs, Excel files and Word documents.

Preferred Qualifications:

• TS/SCI with CI Polygraph desired. May be subject to a CI Poly at request of Government.
• Strong verbal and written communication skills.
• Ability to work within an organization’s chain of command and interact appropriately with individuals at all levels, including those at very senior levels.
• Prior DOD and/or NGA experience working in a related field.
• Prior experience working with the military and understanding of the military services.
• Proficient working knowledge of the following corporate applications:
  • PeopleSoft
  • Defense Travel System (DTS) with knowledge of the Federal Travel Regulation (FTR) and Joint Travel Regulation (JTR)
  • NGA Central Electronic Routing and Tasking System (N-CERTS)
  • SharePoint
• Possesses a working knowledge of the NGA internal coordination and approval processes.
• Working knowledge of Access database.
• Proficient with NGA correspondence manual.
• Working knowledge of NGA’s Records Management requirements.
• A working level understanding of NGA corporate processes.
• Prior schedule, coordinate, set-up, and operate Video Teleconference (VTC) equipment; and this include teleconferences.
• Working knowledge of Microsoft Excel and Access.

• 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.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.

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