Administrative Assistant (Active Secret Security Clearance) - Advanced Decision Vectors, LLC

Advanced Decision Vectors, LLC (ADV), established in 2009, provides superior program management, program support, strategic planning, and systems engineering to the Federal and Commercial sectors. Located in Alexandria, Virginia, ADV is a Small Disadvantaged Business contractor that has roots established in the Department of Defense and support agencies. At ADV, our company values are Integrity, Distinction, Experience and Achievement.

We are seeking an Administrative Assistant with an active Secret security clearance to support the Defense Counterintelligence and Security Agency (DCSA) Office of Small Business Programs and Industry Engagement (OSBP) in Washington, D.C. This position will provide the DCSA OSBP with specialized executive administrative and program support for the following tasks:

Responsibilities:

• Perform the full range of office administrative duties in support of OSBP, including calendar management, document preparation, task management, preparation of travel documents, office management, supply requests, answering and returning phone calls; organizing documents; maintaining records, printing, faxing, mailing/shipping overnight packages, copying, filing, and email/messages.
• Support the OSBP Chief on all aspects of their daily work routine; maintain calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements.
• Function as the point of contact for OSBP with DCSA internal and external staff on electronic taskings. Calendar and meeting request for OSBP Chief.
• Facilitate a variety of knowledge sharing sessions with leadership to identify, document, and map current challenges; document possible risks and redundant processes identified during discovery; present data in an easily comprehensible visual.
• Produce artifacts such as marketing materials, policies and procedures, instruction manuals, charts, etc.
• Manage the daily operations of the Front Office effectively and efficiently and provide advice and recommendations to Executive Leadership related to the coordination, integration, and synchronization of staff actions, events, and activities affecting the DCSA Front Office.
• Review work products from organizational elements that respond to Front Office suspense dates, ensure completion is responsive to the incoming tasking and aligned with priorities.
• Plan and execute events, including ceremonies, training, orientation, and off-site meetings.
• Assist in the execution of all matters pertaining to strategic visits and communication.
• Conduct analysis, identify actionable recommendations, produce written artifacts and visualization representations, and maintain a document repository.
• Develop, coordinate, manage, lead, and deliver multiple, critical, daily and weekly strategic activities and communications on behalf of the Director.
• Attend high-level internal and external leadership meetings to take notes; follow up with Executive DCSA and DOD officers on action items to ensure common understanding of requirements and suspense dates; create and brief DCSA senior leadership and workforce.
• Initiate and conduct studies and analyses on identified issues.
• Identify areas needing emphasis and exercise executive guidance to ensure programs and initiatives accurately meet expectations.
• Correlate internally assigned initiatives/taskers; ensure all offices are aware of requirements and monitor progress toward meeting each suspense date in a timely manner.
• Manage multiple high priority special projects that require substantial and detailed research and offer recommendations.

• Additional tasks: Training and development, on-boarding/off-boarding civilian employees; employee orientation; manpower planning/staffing actions; manage internal and external Agency-level tasks via the Correspondence and Task Management System (CATMS), support other offices or executives as needed.

Requirements:

• U.S. Citizen with Active Secret security clearance
• One (1) plus year of experience providing complex administrative support in a high-profile environment with tact and diplomacy.
• Expertise in time-management, task management systems, scheduling, and calendar coordination.
• Proficiency with commonly used computer software and programs, such as Microsoft Office products; Adobe Suite; and SharePoint, Service Now, and/or other task management systems.
• Excellent written and verbal communication and the ability to provide well-written, articulate responses to compliance issues.

We are an Equal Opportunity Employer with a commitment to diversity. All individuals, regardless of personal characteristics, are encouraged to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, disability, or veteran status.