Founded in 1995, ESN is a Small Disadvantaged Business (SDB), Service-Disabled Veteran-Owned Small Business (SDVOSB) and Veteran Owned Small Business (VOSB). ESN delivers trusted solutions that support our nation's defense. For more than two decades, we have been providing our military and government customers with mission-critical services including engineering and technical support, strategic and program management, testing and evaluation, operations support, and information technology. We are committed to proven, repeatable corporate quality management processes and are certified CMMI Maturity Level III - Services & ISO 9001:2015.
We are seeking an Administrative Assistant (Front Office).
Located on-site in Washington Navy Yard, Washington, DC.
Duties & Responsibilities:
The Administrative Assistant's duties will be to support the SEA 05H Group Director onsite at the Washington Navy Yard.
· Responsible for coordinating all day-to-day operations of the office, sets priorities for scheduling and other matters concerning the organization and advises on matters requiring his/her attention. Ensure compliance with Command goals, objectives, and requirements in assigned areas of responsibility, specifically in terms of tasking, records, and correspondence management.
· Resolve administrative problems and inquiries deferring to the appropriate government POCs with difficult questions.
· Prepare/Update office administrative policies and procedures as needed and provide speaker notes on revisions to the GD when changes occur.
· Maintain a repository of electronic and physical documents for posterity.
· Provide support for scheduled high-level meetings including the development of meeting logistics, meeting announcements, meeting agendas and briefing materials.
· Maintain Group Director Calendar-Manage executive schedules, engagements, and day to day plans.
· Print daily/weekly schedule and briefs/read-aheads of meetings and appointments.
· Maintain digital archive of all correspondence from SEA 05H
· Establish and maintain effective working relationships with internal and external personnel.
· Manage and assist with onboarding SEA 05H employees.
· Execute statutory record keeping requirements, including document disposal in accordance with Navy policy and federal statutes.
· Interface with the SEA 05 Front Office for meeting coordination
· Use the Document Routing tool to route packages to SEA 05 and other program offices.
· Format, serialize, and file outgoing correspondence; track, manage, and file incoming correspondence that require GD signature.
· Maintain up-to-date personnel contact lists and track personnel training requirements and completion.
· Update and Maintain SEA 05H Emergency SOP.
· Pick-up and Distribute SEA 05H Mail.
· Coordinate Travel Arrangements in DTS to include close out vouchers for Group Director.
· Manage visit requests in DISS for all SEA 05H employees.
· Instruct subordinate offices on required reporting and clerical/administrative processes.
· Reserve meeting rooms and setup or arranges for setup based on the nature of the meeting, number of attendees, audio/video requirements, etc.
· Maintain security protocol throughout office spaces including the proper disposal of sensitive and classified material.
Manage classified materials, confidential, and sensitive information in accordance with Standard Operating Procedures (SOP).
· Coordinate and execute other special projects as well as perform other duties as assigned.
Requirements:
1 - Onsite support 3 or more days a week in the office.
2 - Some Front Office experience at NAVSEA preferred.
3 - Familiar with Flank Speed, SharePoint, Microsoft tools.
Security Clearance:
- Must hold an active Department of Defense (DoD) SECRET clearance.
Clearance Requirement
