Executive Coordinator

Falls Church, VA 22042

Posted: 05/10/2019 Industry: Professional Services Job Number: JN -052019-112250
Administrative Specialist

This Senior Executive Assistant position is located in the Falls Church, VA location for the Defense Health Agency (DHA). The position involves directing, or planning and coordinating a variety of service functions that are principally work-supporting; i.E., those functions without which the operations of an organization or services to the public would be impaired, curtailed, or stopped. Such service functions include (but are not limited to) communications, procurement of administrative supplies and equipment, printing, reproduction, space management, records management, mail service, facilities and equipment maintenance, and travel arrangements for one individual or multiple, and in some cases the subordinate staff of those individuals, by performing general office work auxiliary to the work of the organization. The duties require knowledge of clerical and administrative procedures and requirements, various office skills, and the ability to apply such skills in a way that increases the effectiveness of others.

Leadership Received:

Reports to DHA CNA Program Manager

Self-motivated, with the ability to work independently

Essential Responsibilities & Functions:

Manage the Chief of Staff's calendar and schedule meetings.

Ensure Chief of Staff has all documents, dial-in numbers and transportation needed for meetings.

Provide logistical and administrative support to meetings including facilitation of the creation and distribution of agendas, read-ahead packets, and other materials. Ensure conference room reservation and setup, coordinate/support audio-visual equipment for the meeting to include Video Teleconference Call (VTC) bridges, take/format/distribute meeting minutes, track status of any open issues/actions stemming from the meeting.

Lead or support special projects covering a broad range of mission activities, as directed. These projects typically address high-priority issues that are sensitive in nature and have short deadlines.

Attend the daily DHA Front Office morning meeting. Capture and track all due-outs or tasks from the meeting.

Process visitor parking passes and visitor clearances through the Visitor Management System (VMS) and escort visitors to and from the visitor's entrance for scheduled meetings.

Coordinate and track correspondence through the DHA/HA Correspondence Control System.

Prepare briefings and presentation materials for the executive.

Compose a daily binder, which may include a copy of the client's calendar, meetings, and any read ahead materials required for the day.

Perform all duties in accordance with applicable regulations, policies, and administrative instructions.

Answer incoming telephone calls to the DHA Front Office main line, route the calls as appropriate or take messages on behalf of DHA Front Office personnel.

Prepare and edit documents, correspondence, and/or presentation materials for personnel.

Coordinate travel arrangements utilizing the Defense Travel System (DTS).

Generate copies and distribute documents as required.

Manage office supplies necessary for regular office operations including tracking levels of supplies, batching orders to minimize the workload on the ordering staff, arranging for orders to meet special needs, and coordinating with staff to identify peak requirements.

Possess the ability to effectively manage multiple executive calendars.

Knowledge, Skills & Abilities:

MS Office Tools required (Proficient in Word, Excel, and PowerPoint)

Knowledge of administrative regulations and operating procedures.

Knowledge of the mission, functions, and structure of the organization, and able to obtain data and information regarding work operations and to prepare a report of findings.

A working knowledge of the United States Military and the Department of Defense to include but not limited to ranks and titles of uniformed service members.

Knowledge of the Defense Travel System (DTS) is required.

Knowledge of the Correspondence and Task Management System (CATMS) is required.

The ability to efficiently read, write, and clearly speak English.

Education & Experience:

Bachelor's Degree preferred, or equivalent work experience.

Administrative office experience required.

Active security clearance required.

Josh Rainier

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