JMark Services seeks to hire uniquely and highly qualified personnel to meet the growing needs of our customers worldwide. As a successful small business, we recognize that our employees are our most valuable resource. We proudly offer a comprehensive benefits package along with support and commitment to the success and welfare of each employee who becomes part of the JMark family.
Executive Assistant for Regional Director
Location : Washington, DC, National Capital Region
Clearance : TS / SCI
Employment Type : Full time
Job Summary :
We are looking for an administrative professional to provide support across regions ranging from the Arctic to the South Pacific and from Europe to the Pacific. Key responsibilities include managing the Director's calendar, organizing meetings and video conferences, and handling correspondence in compliance with DoD standards. The role also involves coordinating travel arrangements, tracking budgets, and assisting with the onboarding of new personnel. Additional duties include escorting distinguished visitors, maintaining office records, and developing standard operating procedures. The ideal candidate will be detail-oriented, highly organized, and skilled in handling a variety of administrative tasks.
Primary Duties :
- Serve as the administrative point of contact for the Regional Director..
Maintains the Director' s daily calendars and ensure operations are accomplished in a timely, professional manner.
Arrange for meetings, conferences, and video-teleconferencing, to include taking minutes and maintaining invitations attendee contact rosters.Provide correspondence staffing support and oversight for all required correspondence actions (e.g., formal letters, memoranda, read-ahead briefing / meeting packages, activity reports, senior leadership reports, senior leadership reports, and travel / training / personnel documents.)Ensure documents are prepared in the appropriate DoD format and are free from grammatical errors.Track all Directorate suspense dates to ensure timely completion.Prepare and / or oversees travel arrangements. Assists in the preparation or refinement of itineraries, prepares or oversees the preparation of travel orders, secures reservations and tickets, verifies that passports and visas are in order.Upon completion of travel, prepare vouchers, assist in developing necessary trip reports,Briefs items of special interest and actions taken during customer absence from the office.Track the C&PE travel budget allocation, anticipated travel, and expenditures.Manage the CATMS coordination process for the OSIPSupported events manager with visits including set up of refreshments and clean up.Assist with the administrative onboarding of incoming personnel to include, but not limited to, security awareness and protocols, computer support / connectivity, ensuring relevant staff officer training, etc.Serve as primary point of contact to escort distinguished visitors for official meetings, conferences, and ceremonies.Ensure office records are marked, filed, and retained in accordance with the OSD federal records disposition schedule approved by the National Archives and Records Administration.Develop and update office standard operating procedures as needed.Assist C&PE Team leads in the arrangement, preparation, and the facilitation of OUSD(I&S) meetings.Required Qualifications and Skills
Active TS / SCI Security ClearanceMinimum of five (5) years of experience organizing conferences, meetings, and ceremonies for senior personnel.Experience in military and international protocol standards for meetings and ceremonies.Five (5) years of demonstrated proficiency with Microsoft Office Suite (Word, Excel, Outlook, Access, etc.), to include scheduling executive calendars and performing quality control of reports, presentations, directives, correspondence, and other documents.Minimum of two (2) years' experience coordinating, attending, and recording conferences and meetings; arranging travel, processing travel vouchers, and monitoring travel activities and issues using the Defense Travel System (DTS).This job is a full time, Monday through Friday position that shall operate year-round.
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Limited travel may be required.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk or hear.The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.JMark Services Inc. is dedicated to the principle of equal employment opportunity and prohibits unlawful discrimination against applicants or employees on the basis of age, race, sex, color, religion, national origin, disability, military status, genetic information, or any other status protected by applicable state or local law.
