Project Assistant (Global Dynamics & Intelligence)

Overview

Under general supervision, this position is responsible for the administrative, organizational and operational detail that supports programs of varying size in IDA’s Global Dynamics and Intelligence (GDI) Division. This position will assist with coordination, logistics, communications, and support for these programs, including: close collaboration with project leaders and team members; creating draft plans, agendas, and briefing materials for meetings; arranging visits to IDA by research sponsors and outside experts; and managing logistical arrangements for frequent meetings and events.  The position will also contribute to general administrative support for the division as a whole and may periodically support other divisions’ projects as well.

 

Responsibilities

• Provides administrative support for research division projects and requirements.  
• Provides coordination and logistic support for division meetings and events that typically include multiple speakers and participants.  Coordinates with sponsors, IDA staff, vendors, and others to support and complete project-related activities.  Handles all requests for visits to IDA and follow-up correspondence. Manages processes to include guest invitations, registration, clearances, RSVPs, catering, and other special requests.  
• Organizes communications for meetings and events. Serves as administrative and logistics point of contact for visiting meeting attendees and participants. Disseminates meeting agendas, project documents, and other materials.  Prepares and consolidates information for meeting attendees.  
• Monitors and submits approved project expenses to accounting.  Provides documentation, agreements, contracts or other data as required regarding internal or external service needs.  Provides projections of anticipated expenditures to assist in managing the budget, including costs associated with catering, copying, and printing.  
• Coordinates with other project and administrative staff in support of division activities.  
• Performs other duties as assigned.

 

Qualifications

• BS/BA degree + 2 years’ experience; Associate degree + 4 years; or high school diploma + 6 years
• Ability to obtain and maintain a TS/SCI clearance. Candidates with an active Top Secret clearance and SCI access or eligibility will be given preference.
• Experience providing task support to a project or working group is preferred.
• Excellent written and oral communications skills. 
• Strong organizational skills with the ability to prioritize and handle many complex concurrent tasks.
• Demonstrated interpersonal skills and ability to interact with senior government officials, military officers, and academics.
• Demonstrated proficiency with Microsoft Office applications.
• Demonstrated proficiency with numeric data and general accounting principles.
• Ability to handle proprietary or sensitive information, exercise appropriate discretion, judgment and initiative in completing assignments.

 

Why Work at IDA?

• Competitive salary and benefits, including diverse health insurance options, generous 11% contribution to retirement, 6 weeks 100% paid parental leave, 20 days paid time off, and relocation reimbursement.
• Mission-oriented work at a non-profit that supports and protects our Nation’s warfighters; as a non-profit, IDA employees are eligible for Public Service Loan Forgiveness (PSFL).
• Organization-wide commitment to diversity in the workplace and providing a working environment free from discrimination, by fostering a culture of active citizenship and implementing data-driven processes of continuous feedback and learning.
• Professional development including tuition reimbursement, internal and external trainings, and funding for researcher-pitched projects and publications.
• A strong employee and corporate culture of work-life balance, including commitment to average 40-hour work weeks through flex time, telework options, and expectation of communication only during core business hours.
• Easy access to local dining and shopping. Employer contributes $300/month (IRS max) to commuter benefits.

Compensation

We support transparency, equity, and fairness in our compensation program and provide a reasonable estimate of the salary range based on data-driven market analysis for each position. While it is not typical for an individual to be hired at or near the top of the range, a reasonable estimate of the salary range for this role is $53,678 - $85,880.  Individual salary within this range will be commensurate with the incumbent’s experience, unique skills and qualifications, and other relevant factors.