CenCore LLC - Chantilly, VA, US

Administrative Assistant IV

Date Posted: 2024-04-24

Job description

Why CenCore?

CenCore is a highly dynamic, employee driven, results oriented company. We are a team of individuals united together in our passion to help protect national security while providing and enabling unique solutions to some of the most challenging problems and threats currently facing our government and commercial clients. As a small company, we consider the members of our team as family and are dedicated to providing career development, training, and advancement opportunities. Apply today to speak with one of our career advisement specialists and learn about the growth opportunities available to you when you become a member of the CenCore family!

Job Title

Administrative Assistant IV

Location

Chantilly, VA 20151 US (Primary)
Herndon, VA US
McLean, VA US
Reston, VA 20190 US

Category

Administrative / Mission Support

Job Type

Full-time

Education

High School

Job Description

Proactively manage calendar and schedule items by applying considerable knowledge of the principal's role and responsibilities in relation to the supported mission, and working knowledge of larger mission priorities
Coordinate with others, primarily from work unites within or superior to the principal's organization and with a diverse mix of internal and external contacts to effectively resolve calendar conflicts applying a working knowledge of protocol. Notify attendees and their staffs of scheduled calendar items
Reschedule calendar items to accommodate new requirements and shifting priorities. Apply a working understanding of the roles and interrelationships among entities and the implications of making calendar change. Independently and proactively resolve any additional calendar conflicts created by new requirements. Notify appropriate personnel affected by changes, using a working knowledge of protocol procedures
Ensure an appropriate alternate is identified and notified to attend select standing meetings when the supported principal is unable to attend
Manage the principal's time by applying working knowledge of mission priorities, principal's area(s) and personal preferences, Agency protocol, and organizational hierarchy to screen, vet and prioritize emails and visitors and phone calls
Prioritize unscheduled demands and determine threshold of issues that need to rise to principal's attention, using sound judgment considerable knowledge of the supported mission priorities and working knowledge of Agency and/or IC concerns
Respond directly to inquiries when appropriate, or take action to facilitate resolution of a range of inquiries and concerns related to the supported mission. Vet and refer visitors, caller, email and other correspondence to appropriate Agency, IC, or other external contacts, rather than the principal, when feasible
Seek information from appropriate Agency/IC resources or other external resources to provide background information the principal will require to adequately address and resolve issues and concerns not deferred to others. Track assigned actions to endure completion and response
Place and answer phone calls for the principal; employ proper protocol
Exercise tact, diplomacy, and discretion while serving as principal's liaison for interactions with officers at all levels within and outside the organization
Interact confidently and effectively on behalf of the principal by communicating orally or in writing his or her requirements and priorities on routine to moderately complex mission-related issues
Provide information or respond accurately to routine to moderately complex questions and/or technical/administrative issues and requests in a clear, concise, credible and courteous manner, and in their appropriate way (i.e., orally by phone or in person, or in writing via email, letter, or memorandum)
Maintain and expand a network of professional contacts and working relationships with personnel from the Agency, IC< and a diverse mix of internal and external contacts to influence work outcomes and accomplish duties. Build network relationships that influence officers beyond the supported principals organization
Draft clear, concise hard and soft copy routine to moderately complex correspondence on behalf of the principal, emulating his or her style and voice
Format, proofread and edit correspondence and other documents to ensure clarity, accuracy, grammar and conformance with Agency/IC correspondence guidance. Route correspondence and track status through completion. As needed, track edits and multiple versions of documents
Review correspondence and other documents to determine if question or concern is adequately addressed. Adapt submitted correspondence and other documents to enhance presentation and to more effectively convey information to the intended audience. Exploit Microsoft Office Suite or other applications to complete work
Review correspondence and other documents to ensure documents are properly classified. Guide others within office on proper document and correspondence preparation, classification, and routing
Establish or improve on existing records management plan in compliance with pre-established protocols; maintain and archive files accordingly. Organize hard and soft copy files, records and information for easy retrieval
Anticipate requirements independently perform subsequent research and analyze information required for meetings seek information from personnel within the supported principal's organization or appropriate Agency, IC or other external resources to provide background information the principal will require for meetings and other engagements. Follow-up to ensure material is ready for review in advance of meeting
Compile and/or review for accuracy and completeness, packages, briefing books, and background materials in support of principal's meetings; evaluate content and highlight key meeting details
Determine appropriate meeting venue and arrange for needed logistics and security (required audio/video capabilities; adequate size room or other venue; transportation, sufficient travel time, parking, visitor requests, clearances, badges, escorts) to ensure principal and/or attendees have the required-access and resources to attend and participate in the meeting or event
Conduct preliminary coordination of principal's proposed travel plans with all appropriate offices to ensure itineraries meet principal's requirements. This may include coordination of itineraries and passports/visas for travelers accompanying the principal
Secure transportation and lodging reservations via internal travel system. Prepare and submit requests for travel and temporary duty request, if required. Follow up on all submissions to ensure principal's requirements are met
Identify, draft, prepare, and/or obtain required travel documentation, including passports, visas, official correspondence, and trip cards
Consult with Office of Medical Services to determine if principal's immunizations are current; schedule appointments to obtain immunizations if required
Prepare travel accounting for principal's review and submission
Prepare and submit any mandatory or other requirements
Confirm principal's mandatory or other training requirements. Advise and remind principal of requirements and deadlines for completion
Manage day-to-day office operations and seek to improve office workflow. Clarify assigned roles/tasks, track, and monitor administrative support-related actions to ensure completion. Track, monitor, and follow up on ongoing projects and initiatives.
Recognize impact and interrelatedness of discrete administrative support functions. Collaborate with other support personnel or staff officer to ensure fluid office operations
Oversee or executes a variety of support activities and functions (e.g., mail screening and distribution, vault custodian duties, maintaining conference room calendars, office supplies, and office equipment maintenance to include trouble-shooting basic problems, arranging repairs, and guiding others on equipment use)
Serve as time and attendance (T&A) timekeeper. Monitor T&As each pay period to ensure completion, certification and authorization, and notify appropriate staff officers for action within deadlines
Monitor arriving and departing personnel to ensure check-in/check-out procedures are completed. Ensure shared drive and database accesses are granted or removed accordingly. Update email groups and maintain phone directories/rolodex of key contacts
Coordinate office events (e.g., All-Hands meetings, off-sites) in collaboration with office management/support staff

Job Requirements

Working knowledge of mission priorities to proactively manage and deconflict calendars and to determine threshold issues that need to rise to the principal's attention
Working knowledge of Agency/IC protocol for contacting senior executives
Working knowledge of Agency/IC structure, regulations, policies, and protocols to represent principal and to complete routine to moderately complex tasks
Working knowledge of the roles, responsibilities and interrelatedness of the supported principal's organization, the IC, the organizations and executives with whom the principal regularly interacts, and considerable knowledge of the principal's role in relation to each
Working knowledge of Agency and IC administrative processes, policies, and procedures, and internal support discipline applications and databases to fulfill duties, guide and teach other administrative support personnel
Working knowledge of current practices associated with filing and tracking systems, including rapid storage and retrieval of information
Extensive working knowledge of Microsoft Office Suite applications (Outlook, Word, PowerPoint and Excel) and other tools in order to format and adapt submitted correspondence for ease of presentation. Ability to track edits and multiple versions of documents
Working knowledge of travel activities to support planning and scheduling of travel arrangements
Ability to communicate in a clear and concise manner sufficient to convey moderately complex ideas, and information on technical/administrative mission-related issues in a well-organized logical, concise, credible, and courteous manner that is appropriate for the situation, topic and listener, and consistent with the principal's perspective or position
Writing skills sufficient to compose accurate comprehensive, soft, and hard copy written products on moderately complex or sensitive subjects, tailored for the audience
With guidance from the Government, representational skills (tact, diplomacy, protocol) to confidently, respectfully, and professionally, represent principal, area of assignment, and/orAgency at mission-related meetings, events and forums
Critical thinking skills sufficient to make sound and timely recommendations and/or decisions in unique situations, considering alternate action
Analytical skills sufficient to analyze complicated and/or sensitive information to address moderately complex mission-related issues
Research skills sufficient to exploit internal resources, the Internet, and other conventional and unconventional sources
Collaboration skills to work with others on activities or projects
Negotiation and interpersonal skills to effectively de-conflict and resolve moderately complex mission-related technical or administrative issues or concerns
Organization skill and attention to detail sufficient to plan, coordinate, track, and execute moderately complex work
Time management skills to meet and adapt to changing requirements and shifting priorities, with general guidance from the principal or others
Ability to discern between nuances in the scope and sensitivity of issues, ask targeted questions to gain a thorough understanding, and take appropriate action
Ability to independently respond to mission-related requests, issues or concerns, or task appropriate personnel to respond
Ability to operate successfully in a moderate to fast-paced work environment
Ability to exercise tact, diplomacy, discretion, and confidentiality in interactions with all level of contacts within and outside the organization
Ability to establish, maintain and leverage contacts and professional relationships to accomplish duties
Ability to adapt to changing work requirements and priorities
Four to five (4-5) years of progressively responsible administrative support experience with at least one to two (1-2) years of administrative support at the executive level
Required: High School Diploma or GED
Preferred: Associates or Bachelors' degree
TS/SCI with a polygraph is required

Travel

EEOC

Equal Opportunity Employer & Race/Color/Sex/Sexual Orientation/Gender Identity/Disability/Vet -

2024-05-25

Administrative Assistant IV, CenCore LLC, Chantilly, VA

Administrative Assistant IV

Job description