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Executive SecretaryJob Number: Req ID EASA002
Job Date: 2013-05-28
Job Location: Northern VA
Clearance Level: TS/SCI
Besides performing general administrative tasks, individual's working in an Executive Secretary role will be responsible for anticipating administrative requirements in order to proactively support office leadership with day-to-day business rhythms that may involve a wide-range of tasks. The Contractor's proposed personnel working in this labor category are expected to maintain a flexible work-style that adapts to dynamic office tempos and changing priorities.
- Assist senior leadership personnel and its staff on a broad range of administrative requirements. This includes serving as focal point for coordinating, consolidating, reviewing, managing information, and providing assistance concerning office administrative requirements in concert with the designated Government Chief of Staff (CoS), Executive Officer and other staff personnel. This may include implementing administrative workflows, managing office schedules and calendars, procedures and guidelines to achieve a smooth exchange of information and coordination of mission requirements.
- Independently apply mature and objective judgment to determine best approach and course of action to take in both routine and non-routine administrative situations. This will require accurately interpreting and adapting guidelines, including unwritten policies, precedents and practices that are not always completely applicable to a changing situation.
- Proactively anticipate and keep leadership and/or staff apprised of high priority issues, requirements, and developments as it relates to office business and administrative activities.
- Perform administrative activities to facilitate the planning, coordinating and executing of corporate organizational functions (e.g., events, town halls, meetings, conferences and other official gatherings) the office may host, support and/or participate.
- Support office discussions regarding the organization's administrative business rhythms and contribute recommendations as deemed appropriate. Specifically notify office leadership and management on the administrative implications of additions, deletions, or changes to the varied functions of the organization.
- Produce draft and/or final office correspondence or documents for senior leadership's consideration and signature. Review and provide suggested edits to office correspondence and documents.
- Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence and other offices, etc. under general directives.
- Create workbooks (e.g., read-ahead, staffing, continuity, standard operating procedures) for leadership planning and/or to support execution of leadership responsibilities and office administrative business rhythms.
- Support office with the development of guidance, procedures and/or policies relative to facilitating administrative activities of the organization. These functions may include training/travel budgets, suspense systems, space planning, personnel management, record management, logistics support, asset tracking, etc.
- Perform basic research in support of reports and other administrative requirements.
- Support the creation of office briefings either as the one creating or reviewing the briefing content and format.
- Provide support to leadership and staff on the organization's administrative business rhythms and requirements to facilitate effective management. Specifically advise on the administrative implications of additions, deletions, or changes to the varied functions of the organization.
- Assist secretaries in subordinate offices on new procedures; request information from subordinate office for periodic or special conferences, reports, inquiries, etc.
|Bachelor's Degree in General Business Administration or related course work from an accredited University/College
||Minimum 8 years of secretary experience with a minimum 2 year experience working in a senior level office
|Associate's Degree in General Business Administration or related course work from an accredited College
||Minimum 10 years of secretary experience with minimum 4 years experience working in a senior level office.
|High School Diploma with Vocational/Military Training Certificate in Office Management, Secretary Services, or related field.
||Minimum 14 years of secretary experience with minimum 6 years experience working in a senior level office.
- Proven experience in the secretary profession directly supporting an office environment with senior leadership personnel serving in the grades of SES/DISL or at the Flag Officer level.
- Strong foundational knowledge and understanding of the Department of Defense (DoD) and Intelligence Community (IC).
- Strong professionalism with the ability to consistently demonstrate tact and maturity in all situations.
- Strong interpersonal and/or soft skills, and office etiquette to:
- Facilitate professional relationships and support efficient execution of all office administrative requirements; and
- Realize a positive customer oriented service experience by internal/external office personnel, customers, and visitors.
- Strong teaming and collaboration skills that foster office unity and cohesiveness in support of completing office administrative requirements.
- Capable of independently handling a large, complex workload, effectively coordinating multiple resources, and multi-tasking in a fast paced environment having competing priorities.
- Excellent communication skills both verbally and written with the ability to:
- Articulate and exchange information (i.e., requirements, actions, needs, status, etc.) in a professional tone and attitude to achieve efficient business rhythms; and
- Produce professionally written emails, letters, documents, and other material that is succinct, coherent, uses proper tone, demonstrates proper grammatical use of the English language, and presents proper format/form per established corporate/office guidance.
- Exceptional office and work organization skills that facilitates a neat and orderly presentation of the work environment and administrative activities.
- Understanding of and prior experience in applying office protocol and staffing requirements at the senior leadership level.
- Strong analytical skills to anticipate and proactively assist leadership personnel and staff with day-to-day business rhythms and administrative support requirements.
- Able to independently apply mature judgment and initiative to determine approach and action to take in both routine and non-routine administrative situations.
- Creative and innovative techniques for performing administrative responsibilities that enhances office workflow processes and business rhythms.
- Interpret and adapt guidelines with minimal assistance, including unwritten policies, precedents and practices that are not always completely applicable to a changing situation
- Strong working knowledge of office information technology (IT) equipment (e.g., copiers, scanners, facsimile machines, computer workstations, phones, teleconference/video teleconference equipment) with the ability to independently operate such equipment in completing administrative tasks.
- Strong working knowledge of MS Office software applications (i.e., Word, Excel, PowerPoint, and Outlook: Mail, Calendar, and File Functions) with the ability to independently use these applications to efficiently complete office administrative tasks.
- Proven self-starter with the ability to independently and accurately complete all assigned administrative work requirements.
- Strong typing skills with the ability to type at a minimum of 45 words per minute (wpm).
- Working knowledge of the government customer's administrative processes and business rhythms.
- Knowledge of Military and administrative support requirements at the Flag Officers as an executive officer or staff officer.
- Proficient working knowledge of the following corporate applications:
- Defense Travel System (DTS) with knowledge of the Joint Travel Regulation (JTR)
- Process improvement planning and implementation.
- Establishing and managing office spend plans for travel, supplies and awards.
- Administratively supporting the planning, coordination and execution of visits, events, luncheons, and other office functions as required.
- Prior experience with presentation techniques and building briefing slides.
- Possess a working knowledge of the government customer's internal coordination and approval processes.
- Working knowledge of Access database
- Knowledge of the government customer's correspondence manual
- Working knowledge of the government customer's File Plan requirements
- Possess a working level understanding of the government customer's corporate processes
- Experienced in setting up and maintaining office-filing systems (hardcopy and softcopy) using specified format and structure.
- Ability to schedule, coordinate, set-up, and operate Video Teleconference (VTC) equipment; and this include teleconferences.