Executive Administrative Assistant

Job Description

ESSENTIAL FUNCTIONS:

The Executive Administrative Assistant supporting this position will help develop efficient correspondence/action reviews, approval, and tracking processes, perform data entry tasks, support domestic and foreign travel, as well as the coordination of classified and unclassified correspondence tracking and handling. The selected applicant should be well-versed in government-related administrative systems and programs. Essential duties may include:

Review documents for senior executive’s signature, coordination or concurrence, accuracy and completeness, conformance with style, format, or procedural requirements and guidelines.

Maintain calendar for senior executive(s), keeping them informed of relevant organizational issues.

Provide interface with other program office support services.

Assist in updating/developing content for web pages.

Build, manage, and maintain office files and databases.

Distribute daily news releases and other media announcements.

Perform escort duty for individuals performing maintenance or repairs, delivering supplies, or attending meetings with senior program office staff.

Coordinate and Process Foreign, Domestic and Local Travel Requests.

Prepare, submit, and follow up on travel authorizations and vouchers.

Handle classified package concurrence - Pass security clearances - Retrieve and send documents using SIPR and NESAN for coordination of Classified/Unclassified Correspondence Tracking and Handling.

Track all classified/unclassified correspondence addressed to the program office through the correspondence control tracking system.

Establish and maintain office files and databases, including electronic data files and architecture consistent with file storage/structure best practices.

Prepare meetings or conferences, set up teleconferences, video conferences, and WebEx; ensure all required equipment is available, usable, and accessible.

Prepare training requests and travel arrangements for senior leadership.

Support client-hosted meetings/conferences (may include travel for offsite meetings); operate audio/visual equipment.

Develop and maintain administrative data systems such as contact lists, email distribution lists and shared calendars.

Interface with other NNSA support services to prepare and coordinate packages for signature.

Serve as a liaison between Program Offices.

Comply with safety, security, planning, and reporting requirements as specified including, but not limited to safety/security training, monthly status reports, exception reports, and similar requirements.

Constantly and consistently exceed the customer’s expectations by making a commitment to learn our customer’s needs and wants and developing action plans that implement customer-friendly processes.

Lead and train new employees on eDOCS ticket creation, prepping packages for review/approval and distribution of final document.

Manage DNS Correspondence Box and input details into the DNS Action Tracker in the Shared Portal.

All other duties as assigned.

MINIMUM REQUIREMENTS:

Active DOE Q or DoD Top Secret security clearance.

High School Diploma or GED.

5-7 years of relevant administrative experience required.

Proficiency in in-office computer systems and software applications such as the Microsoft Office Suite (Word, Outlook, PowerPoint, and Excel), including word processing, presentations (developing and editing), spreadsheets, databases, flow charts, general office procedures, grammar, punctuation, and spelling.

PREFERRED QUALIFICATIONS

Bachelor’s degree from an accredited University or college.

7-10 years of relevant administrative experience desired.

LOCATION: This is a full-time onsite position in Washington, DC 20024, USA

SALARY: Salaries are determined based on several factors including external market data, internal equity, and the candidate’s related knowledge, skills, and abilities for the position.

BENEFITS

Employer Paid, High Quality Employee Medical, Dental & Vision Care

Low-Cost Family Health Care offered

11 Federal Holidays and 3 weeks’ vacation

401k with Generous Employer Match

Cross-training opportunitiesCompany Description

About MELE

With over 300 employees and offices in Rockville, MD, Washington, DC, and Albuquerque, NM, MELE is a veteran and minority-owned government contractor empowering its customers with innovative solutions for more than three decades. MELE has team members located across the U.S. and has served more than a hundred countries across hundreds of project locations. The company offers technical, engineering, and programmatic support expertise to a host of U.S. federal and international agencies, including, but not limited to, the Department of Energy, the Department of Defense, the Department of Homeland Security, the Department of Justice, INTERPOL, and the International Atomic Energy Agency. MELE’s services include National Security and Intelligence, CBRNE Defense and Security, Facility Management and Engineering, Law Enforcement and Emergency Response Training, Technical, Analytica, and Program Management Support, and IT/Cybersecurity.

MELE Associates, Inc. is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. MELE Associates, Inc. is an E-Verify employer.

Full-time