This is Level II Special Assistant (SA) work in the WDC area. Level II SA work entails providing direct executive administrative support to a principal or group of principals whose scope of responsibility, span of influence, and impact requires the SA to initiate outreach and interactions primarily with executives and other personnel from within, and superior to, the supported principal's organization, and with a diverse mix of internal and external contacts. Primary duties are to proactively manage the principal's calendar and unscheduled demands on the principal's time, and preparing the principal for meetings. Work at this level also includes responsibility to train and guide other SAs primarily from within the supported organization. The work may also include providing, coordinating, and/or overseeing administrative support to others on the supported principal's staff. The scope, complexity, influence, and impact of the supported mission proportionately increases the complexity of Level II SA work. The work environment generally is moderate to fast-paced, and errors in judgment or action result in consequences with some risk and impact to mission operations.
Level II SA work is performed independently with general review and guidance from a senior officer or the supported principal, and has latitude to exercise independent judgment to complete tasks.
Duties and Responsibilities:
Depending on the functions and business areas supported, duties may include the following:
- Proactively manage calendar and schedule items by applying considerable knowledge of the principal's role and responsibilities in relation to the supported mission, and working knowledge of larger mission priorities.
- Coordinate with others, primarily from work units within or superior to the principal's organization, and with a diverse mix of internal and external contacts to effectively resolve calendar conflicts, applying a working knowledge of protocol. Notify attendees and their staffs of scheduled calendar items.
- Reschedule calendar items to accommodate new requirements and shifting priorities. Apply a working understanding of the roles and interrelationships among entities and the implications of making calendar changes. Independently and proactively resolve any additional calendar conflicts created by new requirements. Notify appropriate personnel affected by changes, using a working knowledge of protocol procedures.
- Ensure an appropriate alternate is identified and notified to attend select standing meetings when the supported principal is unable to attend.
- Manage the principal's time by applying working knowledge of mission priorities, principal's business area(s) and personal preferences, protocol, and organizational hierarchy to screen, vet and prioritize emails, visitors and phone calls.
- Prioritize unscheduled demands and determine threshold of issues that need to rise to principal's attention, using sound judgment, considerable knowledge of the supported mission priorities, and working knowledge of customer and/or IC concerns.
- Respond directly to inquiries when appropriate, or take action to facilitate resolution of a range of inquiries and concerns related to the supported mission. Vet and refer visitors, callers, email and other correspondence to appropriate customer, IC, or other external contacts, rather than the principal, when feasible.
- Seek information from appropriate customer/IC resources or other external resources to provide background information the principal will require to adequately address and resolve issues and concerns not deferred to others. Track assigned actions to ensure completion and response.
- Place and answer phone calls for the principal; employ proper protocol.
Liaison for the supported principal
- Exercise tact, diplomacy, and discretion while serving as principal's liaison for interactions with officers at all levels within and outside the organization.
- Interact confidently and effectively on behalf of the principal by communicating orally or in writing his or her requirements and priorities on routine to moderately complex mission-related issues.
- Provide information or respond accurately to routine to moderately complex questions and/or technical/administrative issues and requests in a clear, concise, credible and courteous manner, and in the appropriate way (i.e., orally by phone or in person, or in writing via email, letter or memorandum).
- Maintain and expand a network of professional contacts and working relationships with personnel from the customer, IC, and a diverse mix of internal and external contacts to influence work outcomes and accomplish duties. Build network relationships that influence officers beyond the supported principal's organization.
- Draft clear, concise, hard and soft copy routine to moderately complex correspondence on behalf of the principal, emulating his or her style and voice.
- Format, proofread, and edit correspondence and other documents to ensure clarity, accuracy, grammar, and conformance with customer/IC correspondence guidance. Route correspondence and track status through completion. As needed, track edits and multiple versions of documents.
- Review correspondence and other documents to determine if question or concern is adequately addressed. Adapt submitted correspondence and other documents to enhance presentation and to more effectively convey information to the intended audience. Exploit Microsoft Office Suite or other applications to complete work.
- Review correspondence and other documents to ensure documents are properly classified. Guide others within office on proper document and correspondence preparation, classification, and routing.
- Establish or improve on existing records management plan in compliance with pre-established protocols; maintain and archive files accordingly. Organize hard and soft copy files, records, and information for easy retrieval.
- Anticipate requirements and subsequently independently research and analyze information required for meetings, seek information from personnel within the supported principal's organization or appropriate customer, IC, or other external resources to provide background information the principal will require for meetings and other engagements. Follow-up to ensure material is ready for review in advance of meeting.
- Compile and/or review for accuracy and completeness, packages, briefing books, and background materials in support of principal's meetings; evaluate content and highlight key meeting details.
- Determine appropriate meeting venue and arrange for needed logistics and security (required audio/video capabilities; adequate size room or other venue; transportation, sufficient travel time, parking; visitor requests, clearances, badges, escorts) to ensure principal and/or attendees have the required access and resources to attend and participate in the meeting or event.
Travel Planning and Coordination
- Conduct preliminary coordination of principal's proposed travel plans with all appropriate offices to ensure itineraries meet principal's requirements. This may include coordination of itineraries and passports/visas for travelers accompanying the principal.
- Secure transportation and lodging reservations via internal travel system. Prepare and submit requests for travel and cover temporary duty request, if required. Follow up on all submissions to ensure principal's requirements are met.
- Identify, draft, prepare and/or obtain required travel documentation, including passports, visas, official correspondence, and unclassified trip cards.
- Consult with Office of Medical Services to determine if principal's immunizations are current; schedule appointments to obtain immunizations if required.
- Prepare travel accounting for principal's review and submission.
Support mandatory compliance/training requirements
- Prepare and submit any mandatory or other reporting documentation on behalf of principal.
- Confirm principal's mandatory or other training requirements. Advise and remind principal of requirements and deadlines for completion.
General Office Support
- Manage day-to-day office operations and seek to improve office workflow. Clarify assigned roles/tasks, track, and monitor administrative support-related actions to ensure completion. Track, monitor, and follow up on ongoing projects and initiatives.
- Recognize impact and interrelatedness of discrete administrative support functions. Collaborate with other support personnel or staff officer to ensure fluid office operations.
- Oversee or execute a variety of support activities and functions (e.g., mail screening and distribution, vault custodian duties, maintaining conference room calendars, office supplies, office equipment maintenance to include trouble-shooting basic problems, arranging repairs, and guiding others on equipment use).
- Serve as time and attendance (T&A) timekeeper. Monitor T&As each pay period to ensure completion, certification and authorization, and notify appropriate staff officers for action within deadlines.
- Monitor arriving and departing personnel to ensure check-in/check-out procedures are completed. Ensure shared drive and database accesses are granted or removed accordingly. Update email groups and maintain phone directories/rolodex of key contacts.
- Coordinate office events (e.g., All-Hands meetings, off-sites) in collaboration with office management/support staff.
- TS/SCI with Polygraph
- Four to Five years of progressively responsible administrative support experience.
- High School Diploma/GED
- Work is typically performed in an office environment, requiring the use of computer terminals and standard office equipment to accomplish work objectives. Must be able to sit or stand for extended periods of time. The position may also require lifting, pushing and/or carrying equipment averaging 30+ lbs.
- Extensive working knowledge of Microsoft Office Suite applications (Outlook, Word, Power Point, Excel) and other tools in order to format and adapt submitted correspondence for ease of presentation. Ability to track edits and multiple versions of documents.
- Working knowledge of travel activities to support planning and scheduling of travel arrangements.
- Ability to communicate in a clear and concise manner, sufficient to convey moderately complex ideas and information on technical/administrative mission-related issues in a well-organized, logical, concise, credible and courteous manner that is appropriate for the situation, topic, and listener, and consistent with the principal's perspective or position.
- Writing skills sufficient to compose accurate, comprehensive, soft and hard copy written products on moderately complex or sensitive subjects, tailored for the audience.
- Preferred: Associates or Bachelor's Degree
Knowledge, Skills and Abilities:
Ability to obtain and apply:
- Working knowledge of mission priorities to proactively manage and deconflict calendars and to determine threshold issues that need to rise to the principal's attention.
- Working knowledge of IC protocol for contacting senior executives.
- Working knowledge of IC structure, regulations, policies and protocols to represent principal and to complete routine to moderately complex tasks.
- Working knowledge of the roles, responsibilities, and interrelatedness of the supported principal's organization, the IC, the organizations and executives with whom the principal regularly interacts, and considerable knowledge of the principal's role in relation to each.
- Working knowledge of customer and IC administrative processes, policies, and procedures, and internal support discipline applications and databases to fulfill duties, guide and teach other administrative support personnel.
- Working knowledge of current practices associated with filing and tracking systems, including rapid storage and retrieval of information.