Senior Administrative and Management Assistant

CTEC:

Cybermedia Technologies (CTEC), www.ctec-corp.com, is a CMMI Maturity Level 3 company providing technology and management solutions to commercial and government clients across the USA for 28 years. CTEC is seeking a Senior Administrative and Management Assistant to join our team onsite with the client in Fort Meade, MD.

Duties and Responsibilities:

·         Perform Senior Administrative and Management Support tasks including complex administrative tasks and supporting Senior Executive Service (SES) level staff by providing direct administrative support 

·         Acts as a liaison with other directorates / divisions / departments and sometimes outside agencies for the SES’s. Answers large volumes of incoming phone calls, often from senior individuals; screens these calls, as required. Coordinates calendar and schedules, sometimes for various individuals. Transcribes dictation into finished format or create a wide variety of documents (often complex) such as reports, letters, memoranda, interoffice communications, confidential reports, spreadsheets, presentations that require expert knowledge of several software programs; often composes first drafts of these documents, as required. Maintain databases of complex and confidential departmental information, as required. 

·         Responsible for responding to requests, distributes correspondence, and circulates information, to other staff, including senior staff, when required. Makes travel arrangements; processes travel expense report forms and checks travel requests, when required. 

·         Responsible for training less experienced executive support personnel. Required to work under normal demands associated with an office environment. Required to work on a computer for long periods of time and communicating with individuals by telephone, email, and face to face. Travel, as required. 

·         Collects, coordinates, and reviews briefs and correspondence external to the division for conformity to DoD policies and regulations. This entails minor editing, reviewing, and oversight of these briefs, as required. 

·         Maintains office services by organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions. 

·         Ensures that senior leaders are informed by reviewing and analyzing special reports and Agency Task Management system taskers. Summarizes information from these reports and taskers and identifies trends in these reports and taskers for the senior leaders. 

·         Collects and disseminates office policies ensuring established standards and procedures are followed. 

·         Reviews and analyzes incoming memorandums, submissions, and reports to determine their significance and prepare them for distribution. 

·         Analyzes administrative and operational functions; reviews policies and procedures systems for efficiency; implements appropriate changes and system improvements based on the analysis and reviews completed, when required. 

·         Collects and coordinates already developed materials and briefs from the Government and compiles this information into a final product for the Quarterly Business Newsletter. This entails minor editing, reviewing, and oversight of the newsletter, when required. 

·         Capable of explaining DoD and internal office operational policies, procedures, and requirements referring to a variety of sources utilizing superior oral and written communication skills. Assess the impact of implementation of new and amended laws, Executive Orders, DoD policy documents and requirements, or other entities as necessary to ensure senior leaders are aware of potential issues or changes. 

Skills & Work Experience:

·         Must have experience and advanced expertise with the following software systems and tools:

o   Microsoft Office Products, including but not limited to, Outlook, Teams, Word, Excel, Project, Access, etc. or the applicable software of record for the agency. 

o   Adobe Suite, including but not limited to, Acrobat Design, Adobe, Photoshop, Adobe Illustrator, Adobe Acrobat, Adobe PageMaker, Adobe Premier, etc. or the applicable software of record for the agency. 

o   SharePoint, Service Now and/or other task management systems. 

o   Other designated software required to successfully perform the duties

·         Superior oral and written communication skills, as well as a good command of the English language.

Required Education and Experience:

·         Bachelor’s degree and 3 years of relevant senior administrative and management support experience

·         Bachelor’s degree substitution may be allowed if the candidate has five years of related work experience in addition to the three years of experience required for this category. For the substitution to be allowable, a total of 8 years of experience would be required to meet the minimum requirements for this category.

Preferred:

·         Department of Defense, particularly Defense Counterintelligence and Security Agency, administrative experience.

Clearance:

·         Active Top Secret Clearance (TS/SCI) Required for this position. 

The above statements describe the general nature and level of work the individual(s) assigned to this position perform. They are not intended to be an exhaustive list of all required duties, responsibilities, and skills.  CTEC management reserves the right to modify, add, or remove duties and to assign other duties as necessary.  In addition, reasonable accommodation(s) may be made where applicable and available to enable individuals with disabilities to perform essential functions of this position.

CTEC is a proud Equal Opportunity Employer! (EOE; M/F/D/V)

Please note:  Candidate(s) must undergo a thorough pre-employment screening.