Operations Coordinator / Administrative Assistant

Job Description

Serve as the Operations Coordinator and Administrative Assistant for the Enterprise Policy and Resources Directorate under the Deputy Assistant Secretary of the Army for Defense Exports and Cooperation (DASA DE&C). This position is local to the Arlington, VA.

Duties and Responsibilities:

Act as the administrative assistant for the Director of Enterprise Policy and Resources within DASA DE&C. Manage Director's calendar, official correspondence, and other administrative support as required. Prepare, review, and manage all correspondence for the Strategy Directorate.

Act as the operations coordinator for the Enterprise Policy and Resources Directorate. Receive, monitor, assign, and manage all Enterprise Policy and Resources Directorate taskings in the HQDA Task Management Tracking System (TMT). Ensure all taskings assigned to the directorate are accepted and assigned to action officers in a timely manner. Follow-up on and review all taskings to ensure replies are completed and entered into TMT by the required suspense date. Close out actions upon signature of Senior Officials and make distribution.

Assist with assembling hard-copy briefing books and presentations for directorate engagements. Provide administrative assistance as required such as making copies, collate and place briefing charts, talking points and other pertinent information into presentation books by required suspense date.

Coordinate for and reserve meeting rooms, MS Teams meetings, and/or teleconferences. If meeting is in person, ensure all required audio visual equipment is set up and ready.

Assist Enterprise Policy and Resources Directorate personnel with managing visitors to DASA DE&C. This includes arranging pick-up times, escorting visitors, maintaining their whereabouts when within the DASA DE&C space, and working with the DASA DE&C Protocol office.

Maintain the Enterprise Policy and Resources Directorate's SharePoint site and ensure all content and information is updated and accurate.

Work with DASA DE&C Executive Officer on all actions involving the Enterprise Policy and Resources Directorate. Provide technical assistance and guidance to the directorate's action officers on preparation, coordination and administrative processing of actions going to the DASA and other Senior Officials. Notify action officers of upcoming suspense items requiring the Executive Officer's personal involvement/approval and ensuring all suspense's are completed in a timely manner and cleared from the tracking systems.

Review completed actions and correspondence for proper format, grammar, completeness, and proper classification markings (CUI, Secret, etc.). Return to originator those actions requiring additional staff coordination or corrections.

Must have an active Security Clearance (Secret level)

Minimum of a 4-year degree (BS or BA)

Must have good interpersonal skills, be proactive, and able to work well independently as well as a member of a larger team

Able to quickly learn new processes and adapt to new directions

Must be an expert in the MS Office Suite of applications (MS Teams, Word, Excel, PowerPoint, Access, Outlook) and SharePoint

Must have previous experience as a government contractor, government employee, intern, or prior military service

Must be able to multi-task, manage, and track multiple administrative tasks simultaneously

Should be familiar with DoD and Army correspondence formats and processes

Should have previous experience with TMT, CATMS, or a similar automated task management tracking system

Experience working with Defense Travel System (DTS) highly recommended

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran