Administrative Assistant IV

Seeking a highly skilled and experienced Administrative Assistant Level IV to provide comprehensive administrative and operational support. This role requires an expert in Modern Language Association (MLA) format and Department of Defense (DoD) and Army Regulations (ARs), including AR 25-50, for correspondence and memoranda. The ideal candidate will possess in-depth knowledge of DoD classified document safeguarding, destruction, and handling procedures. Responsibilities include managing daily office functions, coordinating complex schedules and travel via DTS (Defense Travel System), drafting and reviewing high-level documents, and facilitating meetings and events, including those with senior and classified participants. This position also encompasses supply management, IT/Help Desk support, and maintaining meticulous electronic and physical records, all while ensuring adherence to organizational and DoD best practices.

• The contractor shall possess a working knowledge of current Modern Language Association (MLA) format, as well as Department of Defense (DoD) and Army Regulations (ARs) (including AR 25-50) for correspondence and memoranda.
• The contractor shall possess a working knowledge of DoD classified document safeguarding, destruction, and proper handling procedures.
• The contractor shall implement a set of standard administrative practices that ensure quality and efficiency consistent with organizational and DoD community operations and business priorities.
• The contractor shall manage day-to-day functions for efficient office operation, including but not limited to the following:
  • Answering all phone calls and ensure messages are taken and acted upon when leadership is unavailable
  • Greeting and escorting visitors
  • Ensuring effective communication across all program areas
  •  Following DoD, Army, and organizational templates and best practices
  • •Managing and creating documents, briefs, and reports
  • Coordinating facility and logistics support for meeting rooms
  • Operating video teleconference and general audio-visual equipment
• The contractor shall organize and keep the calendar for leadership, tracking daily and leave schedules; providing packages, read-aheads, slides, and agendas for planned meetings/ events; and notifying leadership of upcoming events/meetings.
• The contractor shall draft, review, staff, file, format, and update for final review a variety of documents (i.e., memorandums, correspondence, briefings, information papers, issue papers, and meeting minutes).
• The contractor shall provide support at meetings, off-site meetings, and special events.
• The contractor shall manage and facilitate staff meetings, to include making reservations for a meeting room and the video teleconference/ teleconference/web conference (as applicable), aggregating slides from the appropriate points of contact, setting up meeting rooms for meetings (to include checking for connectivity), and drafting and sending out meeting minutes.
• The contractor shall attend (either in person or via teleconference/video teleconference/web conference) and facilitate classified and unclassified senior- level visits as well as home office hosted meetings. Facilitation is included but not limited to the following:
  • Reserving appropriate meeting locations and a teleconference/video teleconference/web conference (as applicable)
  • Preparing agendas
  • Sending out meeting notifications
  • Providing a read ahead and other required support documentation for every meeting at least twenty-four hours prior to the meeting start time
  • Setting up the meeting space and ensuring connectivity
  • Participating and/or providing support functions during the meeting
  • Drafting meeting minutes while following appropriate classified and unclassified meeting procedures
• The contractor shall serve as the organizational expert on DTS. In this function, the contractor shall assist to coordinate travel requests and complete all travel arrangements required Continental United States (CONUS) and OCONUS (e.g., developing orders and vouchers, planning accommodations and transportation, etc.).
• The contractor shall perform the following supply management duties:
  • Keep track of supply requirements/stock
  • Consolidate and coordinate supply orders
  • Coordinate through the financial team and government card holder for confirmation of supply order