Executive Administrative Assistant

All Native group is seeking an Executive Assistant to support the Chief Science Officer and Deputy, Chief Science Officer, for Office of the Chief Science Office (OCSO) and provide executive administrative and project coordination functions for the OCSO staff and all subordinate units to the office.  Hours are 730-430PM each day.

Essential Functions

• Drive OCSO administrative duties by addressing the needs of the staff. Some tasks could require extensive organization, rework, consolidation or revision.  All tasks are considered urgent in nature and require immediate attention & Communication.
• Organize files and perform routine administrative functions – document preparation, Army correspondence regulation 25-50 formatting, ARIMS filing, formatting slides, creating and updating MSFT Project files, creating and updating MSFT Visio files, creating and manipulating MSFT Excel files
• Manage executives’ calendars, including scheduling appointments and prioritizing sensitive matters.
• Answer phone, take messages, log in/out correspondence and manage calendars
• Coordinate and maintain the file/folders for the OCSO using ARIMS
• Support meetings to include making meeting room and bridge reservations, opening rooms, setting up, validating VTC or telephone conferences in advance of meetings, distributing agendas or other general administrative support.
• Attend and take minutes for meetings, as needed (Deliverable 2)
• Provide coordination with key WRAIR support branches and escorts for invited guests for various meetings or collaborative events
• Coordinate in-processing activities for new OCSO staff (military, civilian and contractors) and branch personnel, as required
• Monitor training compliance for all assigned staff (military, civilian and contractors)
• Review, edit and route reports and presentations to the command suite

Notes:  There are 5 branches under this Center.  Ability to move fluidly and communicate with varying organizations and personnel is required. Additional duties required are:

• Administrative Oversight:  Serves as the Admin SME for all branches.  This entails being the point of contact for answering questions at the Center level.  The candidate must be able to problem solve and seek information being requested by the branches.  
• Proactive:  Initiative and entrepreneurial ownership is a must
• Responsiveness:  Immediate action on taskers is a must.
• Communication:  Over communication is a must
• Calendar Management:  Detailed calendaring required with immediate action

The contractor will be responsible for scheduling events such as the Science Forum, PI Training, and other meetings within the WRAIR. 

• Coordinate all meeting logistics for meeting (i.e. room reservations, bridge lines, audio/visual (A/V) support, catering orders, travel coordination if required for outside participants).
• Provide facilitation and consultation support for strategic events if required.

In Addition

• EA will be required to track the center budget and review branch financial documents for center/branch procurements. 
• EA will arrange and manage travel for the Chief and Deputy Chief Science Officer in the DTS system. Task to include: Processing travel packet, travel voucher, coordinating itinerary and other logistics with OCONUS labs.
• May be requested and required to participate in Proposal Support functions due to expertise

Supervisory Responsibility

None required for this position

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must be able to remain in a stationary position 75% of the time.
• Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Expresses or exchanges ideas by means of the spoken word.  Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.
• Frequently moves standard office equipment up to 25 pounds.
• Must be able to work indoor conditions 90% of the time.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work

This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m.  Evening and weekend hours required, as required by business need.

Travel

Travel is primarily local during the business day, although some out of the area travel and overnight may be expected.

Experience

• Must have proven subject matter expertise using all elements off MS Office & Office 365 to include MS Word, Excel, Access, PowerPoint, SharePoint, and an ability to learn other software, if needed.
• Flexible, adept at multitasking, and able and willing to build new skills and knowledge in a rapidly evolving political and technical environment.

Education

• Bachelor’s Degree Preferred

Additional Eligibility Qualifications

•  None

Security Clearance

N/A

Drug Free Workplace
All Native Group is a Drug Free Workplace. It is our policy that all new hires must successfully complete a pre-employment drug screen as a condition of employment.  In addition, all employees are subject to random drug screens throughout the term of their employment with All Native Group.

AAP/EEO Statement

All Native Group is an equal opportunity employer. All applicants are considered without regard to age, sex, race, national origin, religion, marital status or physical disability. However, preference may be extended to persons of Indian descent in accordance with applicable laws.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.