Sr Executive Assistant - QED Enterprises Inc

QED Enterprises (QED) was founded on the principles that we provide Quality services to our clients; we strive for Excellence in all that we do; and we are Driven to meet our customers' missions on time, within budget, and with the exceptional attention to detail our customers have come to expect of QED.

Title: Senior Executive Assistant

Location: Quantico, VA 22134

Clearance Level: Must have an active Secret clearance

Summary/Description:

The Senior Executive Assistant will perform a variety of high-level functions in support of a DoD agency, including communication support; writing, editing and documenting; and administrative support. This position will act as a liaison with directorates/divisions/ departments and sometimes outside agencies for Senior agency leadership and management. Specific duties include, but are not limited to:

• Provide analysis, identify actionable recommendations, and produce written artifacts and visualization representations for leadership program priorities and initiatives
• Provide and/or distribute accurate and professional written or verbal responses to internal and external stakeholders' requests for and dissemination of information and ensure information is distributed to the intended audience
• Facilitate a variety of knowledge sharing sessions with leadership and key stakeholders to identify, document, and map current challenges to construct and convey a high-level vision to complex initiatives
• Document possible risks and redundant (duplicate) processes identified during discovery, interviews, and mapping of various process gaps. Show the data in a cohesive and easily comprehendible visual using relevant concepts and principles. The knowledge sharing sessions shall result in an assessment of the communication across the agency to determine accuracy and consistency.
• Provide writing, editing, and documentation services as required, explaining ideas using simple (easy to understand) language suitable for the agency's various internal and external stakeholders
• Meet with various stakeholders and customer representatives, vendors, executives, and other parties internal or external to the organization to establish the information needed for supporting required task
• Establish, and maintain, a document repository
• The agency may require the Senior Executive Assistant to produce artifacts such as:
  • Announcements, brochures, advertisements, marketing material
  • Policies, processes, procedures
  • "How To" guides and instruction manuals
  • Charts, graphs, figures, and forms Articles and reports on trends
  • Copy edits as necessary for proofreading for grammar and spelling
• Be flexible and able to adapt to other duties reasonably related to the labor category its personnel is assigned, based on the needs of the office they are supporting
• Execute all tasks assigned in a timely, proficient manner in accordance with the schedule and timeframe provided by the assigned Directorate and/or offices' government lead, as required
• Manage executive calendar, and prepare read ahead materials, sometimes for multiple individuals
• Reserve conference rooms in support of meetings and ensure technical support is confirmed for virtual forums
• Transcribe dictation into finished format or create a wide variety of documents (often complex) such as reports, letters, memoranda, interoffice communications, confidential reports, spreadsheets, presentations that require expert knowledge of several software programs; often composing first drafts of these documents
• Maintain databases of complex and confidential departmental information, as required.
• Monitor office supplies ensuring materials and printing-related products are maintained and replenished in a timely manner. Answer and screen phone calls on behalf of the agency front office
• Responsible for management of Director, OCCA, travel arrangements using the Defense Travel System; create authorizations and submit vouchers within three days of the travel end date
• Responsible for supporting the planning and execution of staff meetings, off-site meetings/engagements or events that support agency mission and strategic goals as requested by the Director. In addition to attendance, take notes, document actions, follow-up as required and monitor actions through completion
• Review incoming taskers for appropriate action with specific emphasis on deadlines using the agency automated task management system
• Provide assistance with staffing packages, documents, and reminders of deadlines to meet suspense's, as needed
• Respond to routine and non-technical requests for information such as reports, suspense dates for matters requiring compliance, forms required to accomplish or request actions, status of actions, and similar information normally available from agency files, as required
• Responsible for reviewing work products from agency organizational elements that respond to agency front office suspense dates, ensuring they contain complete information that is responsive to the incoming tasking. Incorporate interrelated products and response from various agency organizations into overall response for the Director's approval. Ensures these work products incorporate the instructions, and that they are aligned with DCSA priorities
• Responsible for correspondence management that includes intra-office communications
• Management of other incoming correspondence includes forwarding correspondence and action items (with the required background information) to the appropriate staff, when required. Review outgoing correspondence for procedural and grammatical accuracy, and conformance with general policy, etc. before the correspondence is sent out. Draft correspondence should also be made available upon request for review prior to being sent outside of the agency, when required.
• Responsible for assistance with agency manpower efforts to include submission of civilian onboarding/offboarding paperwork to request network access, government furnished equipment and peripherals, provide access to email distribution groups, update internal information rosters, update organizational charts, and coordinate introductory meetings with agency leadership and staff

Required Education and Skills:

• Requires a BA/BS Degree and up to 3 years of experience. An Associate's degree plus four additional years of experience may be substituted for a BA/BS degree
• Must possess excellent and professional verbal and written communication skills and provide well-written, articulate responses to compliance issues
• Must be trained and experienced with and proficient in standard off-the- shelf software, Internet, word processing, and image packages such as, but not limited to, the following:
  • Microsoft Office Products (Word, Excel, Access, PowerPoint, Project, Outlook, Teams, InfoPath, etc.)
  • Adobe Suite (Acrobat InDesign, Adobe Photoshop, Adobe Illustrator, Adobe Acrobat, Adobe
  • PageMaker, Adobe Premier)
  • Web-based browsers such as Chrome and Microsoft Edge
  • SharePoint

QED Enterprises, Inc. (QED) is an SBA certified 8(a) small business and a Department of Veterans Affairs Center for Verification and Evaluation (CVE) certified service-disabled veteran-owned small-business (SDVOSB).All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, pregnancy, national origin, protected veteran status, disability, familial status, or any other protected class. Applicants must be able to perform the essential functions of the job. Reasonable accommodations will be made to allow employees to meet the essential functions of the job, unless those accommodations cause undue hardships to the employer. To request a reasonable accommodation, contact the Human Resources Department at HR@QEDEI.com.

• Service Disabled Veteran Owned Small Business
• SBA certified 8(a) business
• VEVRAA Federal Contractor
• Affirmative Action Employer
• Veterans and Individuals with Disabilities are highly encouraged to apply