Executive Assistant Ii

Goldbelt is seeking an Executive Assistant to support the Walter Reed Army Institute of Research, Center for Military Psychiatry and Neuroscience. Responsible for performing administrative support for a range of activities that include general administrative duties, travel support in the Defense Travel System (DTS), as well as business management duties. Execute duties with exceptional professionalism, tact, and discretion Under general supervision, relieves assigned staff of clearly defined and delegated administrative or technical detail, and provides information and assistance to other departmental staff and the general public regarding assigned programs, policies, and procedures.

Essential Job Functions:

• Interface effectively across the science and support community at large, as well as with representatives of sponsors, stakeholders, and other organizations.
• Conduct meetings with uniformed and civilian Government leaders, scientists, PIs, administrative officers, support staff, and other key stakeholders as necessary.
• Keep current in customer, sponsor, and Government policies, rules, regulations, and practices with respect to project administration and execution.
• Use MS Office and Adobe PDF products.
• Work independently as well as collaboratively in a team.
• Analyze complex and ambiguous situations, identify workable solutions and their potential outcomes, and make appropriate determinations based on regulations and policies.
• Demonstrate a functional understanding of the military milieu with a basic knowledge of DoD related terminology, structure, and operations and effectively balance and resolve conflicts to mission execution.
• Demonstrate professional demeanor within the workplace and when interacting with other workplace staff.
• Maintain professional relationships in an effective manner.
• Manage multiple and shifting areas of importance and have an ability to self-prioritize in a deadline-driven environment.
• Demonstrate strong verbal and written communication skills.
• Complete all site-specific training and surveys as required.

General Administrative Support

• Perform routine administrative functions such as organizing files and folders (physical and electronic), maintaining and disposing of official (e.g., regulatory) files IAW records management guidance, routing paperwork up-and-down the chain of command, creating and formatting slides, updating project files, managing databases (e.g., Excel), approving transactions for accounts (e.g., FedEx and Syncada) on behalf of customer, collecting and distributing physical mail for customer POCs, photo copying, filing, providing telephone coverage for the customer Center Office to include answering phones and taking messages, and assisting the Government in processing, obtaining, and maintaining office supplies.
• Prepare routine correspondence in the form of emails, memorandums, business letters, and other documentation following Army Regulation (AR) 25-50. Log, review, and perform quality checks on routine correspondence.
• Coordinate, maintain, and update customer -related organizational charts, seating charts, directories, POC lists, and email distribution lists within networked drives.

Meeting Support

• Coordinate scheduling and provisioning of meeting facilities and materials. Maintain calendars for customer leadership and others to include arranging appointments with both internal and external entities.
• Provide logistical and administrative support before, during, and after meetings to include making meeting room and bridge reservations, opening, and setting up rooms, reserving required audiovisual equipment, validating VTC or telephone conferences in advance of meetings, compiling and distributing agendas, coordinating, and hosting meetings and presentations in various formats (e.g., on-site, off-site, online), and other general meeting support.
• Attend meetings and record meeting minutes. Meeting minutes shall be delivered within two days of the conclusion of the meeting.
• Coordinate seminars, workshops, conferences, and other networking events for staff, visiting scientists, and other personnel to include coordinating clearance (if applicable), requesting access, and reserving parking for visitors. Follow agency internal processes for securing conference approvals.
• Defense Travel System (DTS) Support
• Coordinate travel arrangements for approximately two trips per month for customer staff to include securing flight, rental car, and hotel reservations. Provide a monthly trip report to include costs associated with travel to the COR.
• Provide travelers with guidance on requirements for CONUS and OCONUS travel, as well as in-kind travel requirements. For OCONUS travel, assist travelers with obtaining and completing required Army foreign travel clearance documents to include, but not limited to, official passports and visas, an Area of Responsibility Brief, the Isolated Personnel Report (ISOPREP)/PRO-File, enrollment in the Smart Traveler Enrollment Program, the Army Form 55-46, the Standard Force Protection Plan, and country-specific trainings.
• Assist travelers approximately 5-15 times per week with initiating authorizations and vouchers in DTS. Perform quality checks to find and fix errors in travel documents submitted. Act as a level 5 reviewer for DTS authorizations and vouchers.

Business and Program Management Support

• Develop a staffing management approach to include an assessment of the current state of staffing across all six branches of customer in addition to the customer Center Office. The staffing management approach shall document current vacancies of key personnel and recommendations for filling current and future vacancies as they occur. A draft staffing management approach is due within 30 days of TO award to the COR with the final staffing management approach due to the COR within 60 days of TO award.
• Develop MSRs detailing all work, including any subcontractor work (if applicable). The MSR shall detail all hours worked and workload accomplished, to include but not limited to, status on each assigned agreement, meetings attended and outcomes, CONUS or OCONUS trip reports (if applicable), GFP inventory, updated staff contact roster, proposals submitted and status log, tasker response and status log, grants supported, conference and event status and log, ODC status and projection, and issues to be elevated for COR knowledge or action. MSRs shall be submitted no later than five days after the final day of the reported month.
• Assist with business and program management activities to include performing market research, preparing reports, coordinating completion of tasks, and completing required documentation (e.g., in-processing and badge renewal forms).

Necessary Knowledge and Skills:

• In-depth knowledge and implementation of DTS and MS Suite
• Proficient with the Army Records Information Management System (ARIMS)
• Knowledge of FedEx and Syncada systems and processes.
• Strong proficiency with standard office tools such as Microsoft Outlook, Word, PowerPoint, Excel.
• Professional and highly discreet while maintaining absolute confidentiality.
• Effective communication skills, including diplomatic and professional handling of telephone and email communications.
• Ability to deal with constantly shifting priorities, deadlines and directives.
• Proactive, resourceful, flexible, and responsible.
• Possess excellent interpersonal and organizational skills.

Minimum Qualifications: