Executive Administrative Assistant (Active TS/SCI 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 Executive Administrative Support Professional with an active Top Secret/SCI security clearance. This position supports the Defense Counterintelligence and Security Agency (DCSA), Office of the DCSA Director in Quantico, VA with specialized executive administrative and operational and program support. This position is responsible for the following tasks in support of the Office of the DCSA Director:

Responsibilities:

• Manage internal and external tasks via the Correspondence and Task Management System (CATMS).
• Provide senior-level expertise in task management systems and correspondence staffing procedures, including technical assistance, training, and procedural support in the use of CATMS; serve as point of contact for CATMS organizational maintenance activities and other technical support requirements.
• Review and provide editorial assistance on staff correspondence packages and other documents; distribute incoming correspondence; and perform other administrative tasks to include assigning and monitoring tasks, tracking task suspense dates, validating proposed responses for completeness and accuracy, editing draft correspondence to conform to standards, finalizing staff packages for senior executive approval, and processing completed tasks or staff packages for appropriate action.
• Manage the daily operations of the Front Office effectively and efficiently; 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.
• Assist DCSA Front Office staff in executive support duties including calendar management and schedule coordination; meeting preparation and room setup; printing and assembly of meeting materials; receiving and escorting visitors to or from the executive suite; answering and routing phone calls; ordering office supplies; and similar administrative functions.

• 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 comprehendible visual.
• Produce artifacts such as marketing materials, policies and procedures, instruction manuals, charts, etc.
• 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 Leadership to ensure common understanding of action items 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 various 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; and manpower planning/staffing actions.

Requirements:

• U.S. Citizen with Active Top Secret with SCI eligibility security clearance
• Three (3) plus years of experience providing complex administrative support to senior executives in a dynamic, high-profile environment with tact and diplomacy.
• Expertise using Correspondence and Task Management System (CATMS).
• High proficiency in preparing and editing correspondence and other documents, including application of Department of Defense correspondence standards.
• Expertise in time-management, task management systems, scheduling and calendar coordination.
• Proficiency with commonly used computer software and programs, such as Microsoft Office Suite 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.