PMS 525 Executive Assistant
ELS is an employee-owned small business that provides professional and engineering support services to the U.S. Navy. We pride ourselves, as employee owners, in delivering high quality products to our customers across different platforms, systems and equipment. For over 35 years our focus has been to hire, develop and retain a highly qualified staff of professionals that work collaboratively to provide exceptional support and solutions to our customers. We are caring, results driven, and strive to provide a meaningful work experience.
Description:
The Executive Assistant will support the Program Manager (PM) and Deputy Program Manager (DPM) and serve as the in-person component in managing the day-to-day activities of PMS 525 program Office.
Job functions:
- Provide executive, analytical, management, and administrative support to include office management, management of records, correspondence, deliverables tracking, and process improvement recommendations.
- Support management of the program calendar to include developing and establishing meeting frequency and purpose, authoring, and executing the “Plan of the Day”, and assisting with development of agenda for program-focused events (such as Bi-annual Execution Reviews with the PEO and Program Management Reviews with customers)
- Provide support to meetings by coordinating onsite and offsite conference rooms, invite distributions, meeting attendance, slide presentations (including both electronic and hard copies, as requested), and record minutes/after action reports.
- Manage and track clearance submissions via various DoD databases such as Defense Information Security System (DISS), Aircraft and Personnel Clearance System (APACS), and the Foreign Visit System to support government personnel visits to various locations.
- Utilize available collaborative tools, such as Flank Speed/SharePoint and the All-Partners Network (APAN) to file letters, facilitate, and promote program collaboration.
- Support domestic and international travel for program staff by obtaining and tracking appropriate level travel approvals, and aid with travel arrangements and vouchers in the Defense Travel System (DTS)
- Support program office personnel with obtaining Official Passports and visas as required for international travel.
- Provide administrative and operational support to programmatic Foreign Liaison Officers (FLOs), their governing organizations, and other external PMS 525 stakeholders.
- Manages programmatic correspondence by maintaining the program serialization log and assignment of serial numbers, facilitates programmatic review for final signature, distributes final letters, and archives serialized correspondence.
- Supports and assists with IT issues to resolution, obtaining labels for shipping packages, coordinating needs/purchases, and other requests to support programmatic goals and objectives.
- Support will be provided in person at client program office Monday through Thursday, or as determined by program requirements
Basic Qualification/Requirements:
- U.S. Citizenship
- Minimum of 8 years of administrative support within a ship acquisition program office
- Undergraduate degree, preferably in Business Administration or applicable field with transferable skills
- Prior experience in client-facing role
- Works well in a fast-paced office; easily able to pivot and manage multiple priorities simultaneously
- Organized and detail oriented
- Proficiency in Microsoft Office applications, especially Outlook, TEAMS, Word, PowerPoint, and SharePoint.
- Proficiency with DTS and DISS
- Good interpersonal skills with the ability to work effectively individually and in a team environment.
- Active DoD Secret Security Clearance
P
referred Qualifications:
- Prior experience supporting O-6/GS-15 or above
- Master’s in business administration or 15 years’ experience of administrative support in a DoD environment
- Thrives at solving problems (either by answering questions or knowing where to go to get the answers)
- Working knowledge of U.S. Government international travel requirements, bonus if has experience submitting clearances for international travel
- Understands a variety of positions within the front office, e.g., technical writing/editing, action tracking, FLO support, CAC and badging processes (you may not be an expert, but can provide support backfilling in case of leave, emergency, etc)
- Enjoys working with and helping people
Travel:
No travel
ELS is a proud Equal Employment Opportunity Employer.
