Senior Executive Secretary /Executive Admin Assistant

Position Summary

MAG Aerospace is hiring for a Senior Level Executive Secretary / Executive Administration Support with current SECRET clearance for The Joint Strike Fighter (JSF) Joint Program Office (JPO) in Arlington, VA

Provide executive-level administrative tasking by conducting research,preparing statistical reports, managing taskers, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

**This Position is contingent upon contract award only but you will receive the first right of refusal for the position if a contingent offer is signed and executed.** 

Essential Duties and Responsibilities

Duties include, but not limited to:

Calendar Management:

• Coordinate and schedule daily, short-term, and long-term schedules utilizing Microsoft Outlook. Compose calendars, schedules, itineraries, and arrangements.
• Calendar invites will be consistent throughout the JPO and include classification of meeting, purpose, invitees, meeting POC, who scheduled the meeting, etc. Recurring Meetings will be scheduled in 6 month increments to ensure refreshing of invitees.
• Maintain adherence to calendars, schedules, and actions to maximize use of time.
• Ensure schedules are up-to-date and resolve conflicting appointments.
• Collect briefings for the meetings within 24 hours of the meeting to be included in read-ahead binders (as requested)

Travel support:

• Have functional experience with the Defense Travel System (DTS) and immediate ability to complete needed tasks in the system.
• Contribute to the management of the DTS for the organization and use DTS as trained and directed to accomplish travel authorizations and vouchers.

Task Management:

• Proficient in the commercially available, (Commercial off the Shelf (COTS)) Task Management Tool (TMT) upon which the JPO Task Management System, ETMS2, is based.
• Manage the organization’s ETMS2 using the format outlined in the organization’s operating instructions and ETMS2 training and instructions.
• Decision authority for any ETMS2 tasks will remain with the Government.
• Manage the organizations workflow mailbox and ETMS2 for issues and taskings and assign tasks to the appropriate JPO organizations for coordination.
• Provide weekly emails to all stake holders on the first government business day of each week for all tasks due the current week.
• Prepare status slides for use during staff meetings by the close of business (COB) every week on the last government business day of the week. (Specific day of delivery may be altered on an exception basis with written approval of the COR.)
• Decision authority for any workflow mailbox and ETMS2 tasks will remain with the Government.
• Check ETMS2 for new tasks daily and ensure new tasks are properly and timely assigned the same day, or within 4 business hours if received late in the day.

In processing / Out processing:

• Work with the Business Operations Directorate to provide in-processing and out-processing of the civilian, military, international partners and contractor personnel.

Requirements

Experience:

• At least ten (10) years of experience working in a DoD Headquarters performing similar tasks.
• MUST have functional experience with the Defense Travel System (DTS).
• MUST have functional experience with some form of a Commercial off the Shelf (COTS) Task Management Tool (TMT).
• Must have functional experience with in depth / detailed Calendar Management for multiple personnel.
• Strong working knowledge of DoD operations and protocols.

Skills and Competencies:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint).
• Outstanding written and verbal communication skills.
• Proven ability to work independently with minimal supervision in a fast-paced environment.
• Strong organizational and multitasking skills.
• Familiarity with handling classified material and compliance with security regulations

Education: 

• BA/BS degree in a relevant subject or discipline for the position

Clearance Requirement:

• Active Secret clearance.

Preferred Qualifications:

• Experience supporting military senior leaders or civilian equivalent.
• Strong familiarity with F-35 JPO mission objectives and priorities.
• Demonstrated ability to manage and prioritize competing demands in a dynamic environment.

Special Note

The position is contingent upon candidate’s ability to meet physical and medical requirements as needed by the position; including compliance with all applicable federal, state, and local jurisdictional requirements.

Benefits and Compensation