Executive Assistant

Allegient Defense provides technically-oriented services from program management to advanced systems integration and engineering. We support Government and prime system integrators with engineering and management expertise. Allegient Defense helps clients with challenging Science & Technology, Engineering Acquisition, and Program Management Mission requirements. With a 90% Veteran Hiring rate, our staff quickly embed with clients, identify critical needs, and work relentlessly to accomplish the mission.

Allegient Defense is a leader in advanced technology research and solutions development, and we are growing quickly. We are seeking a Executive Assistant to support one of our DoD clients.

Responsibilities

• Provide executive/senior leadership level administrative/program analyst support to ONR Code 33 in Arlington, Virginia.
• Manage and maintain the Department Head schedule, including scheduling travel and conferences, and managing appointments.
• Work with the MILDEP and Department Support Team to review/coordinate/reconcile the Department Calendar/Department Head calendars and present during weekly calendar sync.
• Coordinate with Department Administrative Support Team to generate:
  • Travel Vouchers and Travel Orders
  • Local Travel Vouchers
  • Conference Travel Approvals
  • Conference Registration
• Research and provide information related to any regulations and policies related to making travel arrangements including the Federal Joint Travel Regulations, foreign clearance guide, national and international visit requests, short and standard lead country clearances, Aircraft and Personnel Automated Clearance System, DISS Information System for Security, standard and short lead VISAs, and fee and no-fee standard/short-lead passports.
• Assist department leadership and/or program officers with DTS, enter travel requests into DTS, and work with the Scheduled Air Transportation Office (SATO) travel system as needed.
• Assist with foreign travel requirements verification, invitational travel orders and vouchers, passport requests, VISA requests, visit requests, official diplomatic and country clearances, letters of expediting, country and diplomatic clearances, and other associated travel documentation and tasks.
• Arrange access and escort Department Head visitors.
• Open, sort, and distribute correspondence (faxes, and regular mail).
• Build knowledge by attending internal training seminars as well as reviewing guidance and instructions frequently.
• Establish personnel network (AOs, EAs, program support, etc.) within ONR to aid in job effectiveness.
• Train Department Support Staff on Department Head/Department policies and procedures.
• Research/Prepare/Review/Route administrative documents, briefs, statistical reports and information requests, arrange conference calls, manage executive schedules, and schedule meetings.
• Book conference rooms and work with the ONR Corporate Strategic Communications (CSC) as necessary for coordinating off-site events.
• Assist in developing presentations or reports for speaker presentations and Department of Navy higher echelon briefings. This may involve compiling data from multiple individuals in specific software formats, such as Microsoft PowerPoint or Word.
• Attend meetings/program reviews, compile information for lessons learned, assist program officer(s) by registering attendees, distribute workshop information, develop supporting documents, and provide administrative support.
• Prepare conference agendas and conference minutes.
• Track the expenditures and the performance of ONR-funded or managed efforts.
• Other duties as assigned.
• Conus and Oconus Travel may be required occasionally in support of ONR activities such as conferences, international collaborations, operational exercises, operational demonstrations, and integration and planning meetings.

• A Bachelor’s degree from a fully accredited college or university and five (5) years of experience providing Executive/Senior level administrative, business, and/or financial support in DoD/Government setting OR (2) a high school diploma with at least at least ten (10) years of experience providing Executive/Senior level administrative, business, and/or financial support in DoD/Government setting.
• Proficiency in Microsoft Word, Excel, Outlook, Teams, ZoomGov, Adobe Acrobat, and Defense Travel Service (DTS)
• Experience with the following preferred (training provided): Navy Enterprise Resource Planning (ERP), Pentagon Reservation Visitor Portal, SECNAV Leadership Sharepoint Portal (SES transportation, Pentagon parking, etc.), OLC visitor access process, ONR iConnect, Defense Information System for Security (DISS) Visit Request Process
• Experience with government planning, report/brief preparation, program budgeting, executive calendar management, preparing official correspondence/maintaining distribution lists, obligation, and expenditure benchmarks.
• Demonstrated ability to interface with Government/Military and S&T contractor personnel in order to meet program manager needs.
• Candidates must be onsite four days per week in Arlington, VA.
• Must be able to obtain and maintain a Secret security clearance.
• Due to the sensitivity of customer-related requirements, U.S. Citizenship is required.