Xcelerate Solutions Careers

Executive Administrative Assistant - TS/SCI 

Xcelerate Solutions is seeking an Executive Administrative Assistant, you will provide administrative support, including but not limited to maintaining assigned Outlook and portal calendars for numerous departments/divisions; monitoring due dates, coordinate, assist in completing official correspondence and documents for signature, including letters, notices, instructions, and memoranda; supporting on assigned fitness report and performance evaluations, awards, training, personnel, security, facilities support; answering the telephone and refers the calls to the appropriate individuals within the office; assisting in completing and track/follow-up on assigned Action Packages and Division documents in routing; and maintaining portal sites, documents, links, libraries, announcements, lists and contacts. Come join our award-winning organization and work with the most talented and brightest minds in the GovCon industry. 

Location:

Arlington, VA

Clearance:

Active TS/SCI 

• Maintain, monitor and synchronize calendars, schedules, events, briefings, meeting, invitations, and activities. Serve as receptionist for visitors with scheduled office calls.
• Provide administrative support for meetings, correspondence, and gathering and presenting background information to prepare senior officials to attend meetings. Will schedule senior leader meeting prep sessions as needed.
• Reserve conference rooms, coordinate electronic invitations, coordinate the set-up of Unclassified and Secure AV/VTC facilities, prepare handouts, distribute “read-ahead,” coordinate teleconferencing and document meeting minutes.
• Compose and write quality official correspondence, reports, letters, notices, instructions, and memoranda and documents for signature.
• Utilize Microsoft Office Suite and various software types such as internet, database, spreadsheets, calendars and electronic mail.
• Gather and review information to develop correspondence and reports using Microsoft software (Microsoft Word, Outlook, Excel, and PowerPoint).
• Perform data entry and prepare data for inclusion into briefs using Microsoft PowerPoint, Word, Excel and other programs.
• Perform word processing to texts, tables, and graphs; generate reports and memoranda, and support briefings and technical presentations.
• Manage correspondence of organizational structure and content on NIPR and SIPR portal sites.
• Monitor and manage all Action Process packages within the electronic Correspondence and Task Management System (CATMS) and Defense Connect System (DCS).
• Track and coordinate taskers external as required.
• Responsible for coordination of office administrative functions including office security administration, office space management, processing security clearance, visit requests, and parking requests for personnel and visitors, scheduling office events and ordering supplies.
• Process incoming mail, including e-mail and facsimile, route correspondence to the appropriate individual(s) in the office for response and tracking actions.

• Clearance: Active Top Secret/SCI.
• Minimum of five (5) years of experience to include executive level support, personnel, scheduling, task management, planning, programming, and forecasting, correspondence, security, facilities with Department of Defense (preferably).
• Executive level support experience, experience within DoD and other federal agencies.
• Demonstrated success managing several direct reports and multiple functional areas across multiple locations.
• Must be highly proficient in using Microsoft Office Suite to include Word, Excel, and PowerPoint.
• Must have excellent analytical and problem-solving skills.
• Must have outstanding English writing skills and the ability to quickly deliver quality written products in constrained time periods.
• Must have strong active listening skills to assess customer needs and satisfaction.
• Must have experience in managing customer expectations and working directly with customers.
• Must have outstanding customer service abilities to initiative, judgement, creativity, flexibility, and confidence.
• Must have the ability to multi-task across multiple projects.
• Must have general knowledge and experience in office management supporting executive needs.
• Understanding and familiarity with Microsoft Outlook and TEAMS.
• All contractors should have experience in administrative support and working knowledge of DoD security procedures.
• As required, be proficient with the Defense Travel System (DTS) and responsible for processing travel requests, arranging accommodations and reimbursement of expenses in accordance with the Joint Travel Regulations (JTR).
• Review, edit and ensures accuracy of reports prior to release to government officials.
• Responsible for correct format, spelling, punctuation, and grammar. In accordance with all Staff instructions, applying SECDEF Staff formatting templates to all correspondence, awards, and reports received from the Divisions that require Flag/General Officer or Senior Executive Service level review and endorsement.
• Maintain and manage information requests, correspondence, directives and FOIA requests. Coordinates transmissions of FOIA request between the different offices and agencies for information retrieval to meet the deadline of the requestor.

• Bachelor’s degree from an accredited college/university.