Job Summary
The Naval Radars Program Management Office (PMO) is seeking an Executive Assistant (EA) to be located in Tewksbury, MA. The individual selected will provide administrative support to multiple programs to include: AEGIS Weapon System (AWS), Dual Band Radar (DBR) and Naval Radars Sustainment. This EA role will perform a wide range of administrative duties that will assist the PMO teams in organizing, scheduling and prioritizing their day to day activities.
Detailed Responsibilities
Essential duties and responsibilities include those set out below. Other duties may be assigned to meet business needs.
- Manage calendars, phones and emails.
- Publish program schedules and calendars.
- Coordinate, publish, and distribute Program Weekly and Monthly Reports
- Arrange international and domestic travel, including visas and travel briefing documents.
- Assist with expense report reconciliation, corporate card information, and timecard guidance.
- Order and track office supplies.
- Maintain updated organizational charts.
- Manage and develop SharePoint websites.
- Schedule and coordinate classified/unclassified meetings.
- Coordinate visit requests using the RMD Visitor Registry System and escort visitors within the program area.
- Provide meeting support, including reserving conference rooms and off-site venues, coordinating Skype/ZOOM interactions, setting up teleconferences/video calls and arranging catering.
- Record, track and distribute meeting notes and actions and handle other routine communications.
- Collect and consolidate inputs from multiple sources to prepare review and meeting packages.
- Coordinate DoD Common Access Card (CAC) applications and submissions.
- Help ensure seamless onboarding for new employees, including asset requests, general program overview/orientation and onboarding resources.
- Coordinate employee office moves, including coordinating logistics for transfer of telephone, computer and personal boxes.
- Submit facilities requests.
- Communicate across the enterprise and with external customers.
- Team with other administrative assistants to assist where needed to help with day-to-day operations and to provide coverage.
- Coordinate major program reviews and support CDRL deliveries for schedule, agenda, materials and minutes.
- Coordinate program security details and need-to-know for classified areas, within the program that are not the responsibility of ISSO or ISSM.
- Coordinate IT responses for the program office and support classified video teleconferencing.
Required Qualifications
- Minimum of 6 years experience in a similar role.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Internet browser.
- Proficient with calendar management, meeting scheduling, and event planning.
- Experience coordinating travel and expediting expense reports.
- Efficiently able to work on multiple projects and tasks simultaneously.
- Experience with confidential and sensitive information.
- Demonstrated experience interacting with senior levels of leadership.
- Able to work with minimal supervision and effectively in areas of ambiguity.
- Demonstrated high standard of professionalism.
- High School Diploma required.
- U.S. Citizenship required.
- Ability to obtain DoD U.S. Security Clearance.
|
