Executive Assistant

501233 Executive Assistant 

Work Location:            Arlington, VA

Schedule:                    Full Time

Relocation:                  Negotiable

IronMountain Solutions, Inc. (IMS) is seeking an Executive Assistant who will serve in a dynamic and multifaceted role at the heart of operations for a new Deputy Assistant Secretary of Defense (DASD)-level organization within the Office of the Under Secretary of Defense for Research and Engineering (OUSD(R&E)) located in Arlington, VA.

Work location is on site at the Pentagon in Arlington, Virginia.  Active TOP SECRET clearance with eligibility for Sensitive Compartmentalized Information (SCI).

As the Executive Assistant you will serve in a dynamic and multifaceted role at the heart of operations for a new Deputy Assistant Secretary of Defense (DASD) - level organization within the Office of the Under Secretary of Defense for Research and Engineering (OUSD(R&E)).  You will play a pivotal role in decision-making and support, empowering the DASD to focus on the organization’s mission of accelerating the development and integration of advanced technologies to rapidly deliver new warfighting capabilities.  Your contributions will span beyond administrative tasks and encompass various aspects of leadership support and organizational effectiveness.

 

Primary responsibilities are:

• Strategic support: Provide strategic assistance to the DASD by preparing and providing a daily read-ahead book with meeting agendas, action items, and other upcoming activities covering a wide range of operational topics.
• Meeting coordination: Efficiently manage the DASD’s calendar, including prioritizing meetings, coordinating conference calls, and ensuring punctuality.  Plan, coordinate, and confirm logistical support for the DASD’s meetings to include security clearances, conference room reservations, visitor escorts, and IT support.
• Communication management: Review and edit documents, reports, and presentations, ensuring accuracy and adherence to DoD standards.  Craft well-structured, professional emails, memos, and other correspondence on behalf of the DASD.  Manage official correspondence through the Correspondence and Task Management System (CATMS).
• Travel arrangements: Handle all aspects of the DASD’s official travel, including booking flights, accommodations, and ground transportation.  Provide detailed itineraries and support during travel. Prepare travel authorizations and vouchers in the Defense Travel System (DTS).
• Team support: Coordinate onboarding and offboarding of the organization’s personnel.  Coordinate office administrative functions including office security administration, office space management, security clearance and visit requests, scheduling office events, and ordering office supplies.
• Records management: Be responsible for the organization and maintenance of sensitive and classified documents, in both digital and physical formats, ensuring compliance with security and record-keeping guidance.
• Process improvement: Continuously evaluate and refine organizational processes to enhance efficiency, responsiveness, and overall effectiveness.  Foster effective communication and collaboration with other administrative professionals to streamline processes and share best practices.

Required Experience:

• Proven experience in a fast-paced, task-driven environment supporting Senior Executives, General Officers, Flag Officers, Chief Executive Officers, or equivalent organizational leaders.
• Strong communication and interpersonal skills, with the ability to work effectively in a collaborative team setting.
• Highly organized with meticulous attention to detail.
• Proficient in Microsoft Office applications (Outlook, Teams, OneDrive, SharePoint, etc.)
• Proficient with the Defense Travel System (DTS).
• Self-starter, able to take initiative and accomplish work independently with minimal guidance.
• Ability to adapt to changing priorities and maintain composure under pressure.
• A proactive and solution-oriented mindset.

Desired Experience:

• 10 years of professional work experience is desired.
• OSD, Joint Staff, Service Staff, or other Pentagon staff experience is highly desired.
• Familiarity with the DoD Correspondence and Task Management System (CATMS).
• Familiarity with DoD 5110.4-M, “Manual for Written Material” including DoD business rules for preparing Read Ahead (RAH) materials, Action Memos, and Info Memos.

Education:

• Bachelor’s degree is desired.