Sr. Administrative Assistant

Senior Administrative Assistant

The Administrative Assistants (Senior Level) for BPO/ODIR/MS shall provide support to the BPO/ODIR/MS staff with direct administrative support services. The duties will include providing executive office support to include editing and coordinating communications, tracking & processing various awards, archiving, SharePoint administration, and attending meetings to record and disseminate minutes.

Shall provide support BPO/FIN/TSC. The duties will include providing office support and Front Desk coverage handling NRO traveler correspondence and walk-in questions. Shall provide support to their respective BPO offices. The duties will include providing administrative office support to include calendar management, editing and coordinating correspondence, tracking actions, and attending meetings to record and disseminate minutes.

Shall provide front office support to the Principal Deputy Director/OHR, Deputy Director/OHR, and Chief of Staff to include calendar management, editing and coordinating correspondence, and back up support for TIER actions.

Tasks:

Draft and/or provide critical/final review of correspondence

Draft, proofread, edit, and coordinate documents such as instructions, spreadsheets, presentation and reports

Build briefing packages and present information

Analyze metrics and provide summary to senior management

Administer databases and spreadsheets to include managing user accounts and accesses, creating reports and performing updates

Maintain an efficient office environment include assisting in the ordering of supplies, equipment, arranging for office equipment repairs, coordinating office renovations, participating in event planning.

At a minimum, provide BPO/ODIR covering during core business hours from 0800 to 1700

Maintain a schedule of appointments for a manager or office

Assist in planning, scheduling, organizing and execution of meetings, events, conferences and off-sites.

Coordinate with DNI/SCD(I), internal NRO Directorates/Offices, and others to schedule meetings with principals

Coordinate visitor requests, parking, and catering request with NRO/ODIR, Protocol, Security and other impacted offices

Maintain/create and distribute contact cards for BPO leadership

Greet and escort visitors

Retrieve, sort, and distribute incoming mail, newspaper, faxes and other publications/documents

Arrange for the delivery of outgoing mail/packages with the mailroom

Prepare travel/training arrangements and process travel/training accounting/vouchers for the program office

Perform research and retrieve information from databases and other resources

Attend meetings, events and forums as requested by BPO leadership

Manage TIER actions; assign to the appropriate divisions or branches, follow-up and provide status reports, coordinate responses in a non-conflicted manner for senior management review, and participate at NRO-wide TIER meetings.

Administer the BPO online data repository tool, developing, editing and managing Sharepoint websites

Coordinate training requirements and related events for BPO offices Sharepoint

POCs

Coordinate and process Freedom of Information Act (FOIA) requests and the publication review process on behalf of BPO

Recommend innovative processes to improve the efficiency and effectiveness of the office

Compose written communication in response to complex customer queries

Prepare routine status reports and track office-related metrics

Manage routine website content updates and coordinate more complex website changes with webmaster

Coordinate scheduling, organizing, and execution of meetings, events, conferences, and off-sites

Attend meetings, events, and forums

Assist in maintaining inventories, records, and receipts

Coordinate office renovations and relocation activities

Support TIER actions, assign actions to the appropriate divisions or branches, follow up on actions, coordinate responses in a non-conflicted manner for senior management review, provide status reports, and participate at NRO-wide TIER meetings

Maintain an efficient office environment to include assisting in the ordering of supplies/equipment, arranging for office equipment repairs, coordinating office renovations, and participating in event planning

Support business process records management disposition (hard copy records and electronic copy records) and preservation activities for the BPO enterprise

Develop and facilitate training sessions to ensure uniform implementation of NRO Directives and Instructions related to records management

Archive/retrieve classified documents/media in the Information Management Operations Applications database in conformance with federal and NRO policy

Maintain and update the BPO Records Management Plan

Implement, maintain, and bi-annually audit the BPO Group file plan structures (hard copy records and electronic copy records) JOB REQUIREMENTS

Clearance: Active TS/SCI w/ CI Poly

Education: High School Diploma or GED equivalent

Relevant Experience: Seven years Desired Skill Set

Demonstrated experience working independently, anticipating and adapting to changing mission requirements and priorities, and managing multiple tasks with minimal guidance.

Demonstrated experience with protocol and precedence; NRO/IC/DoD structure, regulations, directives, and policies

Detail-oriented

Ability to communicate effectively and concisely using a variety of styles and techniques appropriate to the audience

Ability to participate productively as a contributing member in a team environment

Strong interpersonal skills

Ability to be discreet and maintain confidentiality

Proficient in the use of Microsoft Office and standard computer applications

Knowledge of proper English usage, spelling, grammar, punctuation and sentence structure to ensure that written materials prepared and reviewed are complete, succinct, and formatted correctly

Experience with protocol and precedence; NRO/IC/DoD structure, regulations, directives, and policies

Experience working independently, anticipating and adapting to changing mission requirements and priorities, and managing multiple tasks with minimal guidance

Extensive knowledge of NRO/IC/DoD organizational structure, mission, vision, culture, values, Philosophy and operating principles