Senior Executive Assistant

Are you looking for a Challenge? Looking for an innovative organization and the opportunity to learn and grow professionally? We can help! We are seeking a Senior Executive Assistant to support the Office of Naval Research, Warfare Performance Department in Arlington, VA.

I've never heard of Terrestris. What do you do?

At Terrestris, we leverage technology to create better mission outcomes through better human performance. We form strong client and team relationships through transparency and strive to create an environment where our team can let their excellence shine through. By finding, developing, and incorporating new ideas, we provide memorable services. Rooted in the USMC values of honor, courage, and commitment, Terrestris seeks to deliver extraordinary value to the American people by helping the Government become more efficient and effective.

So, what will the Senior Executive Assistant at Terrestris do?

The Warfighter Performance Department, Code 34, is responsible for fostering, creating, maturing, and transitioning knowledge products and technologies that will enhance the Naval Enterprise's ability to conduct operations anytime, anywhere. The focus of Code 34's research investments are related to human and biological systems, artificial intelligence, and autonomy. As the Senior Executive Assistant you will provide high-level administrative and operational support to senior leadership within the Warfare Performance Department at the Office of Naval Research (ONR). This role demands a proactive, detail-oriented professional with exceptional organizational skills and the ability to manage competing priorities in a dynamic environment supporting national defense innovation and research initiatives.

What does a typical day look like for the Senior Executive Assistant?

You will:

• Manage and maintain calendars for senior-level department officials.
• Collect and provide senior leadership with read-aheads and other pertinent meeting details two business days prior to meeting.
• Provide weekly summary of upcoming senior leader engagements, tasks due, and travel that will occur over the upcoming fourteen (14) days.
• Reserve conference rooms inside and outside of ONR.
• Prepare domestic and foreign travel documents within two business days of receiving approved travel requests.
• Provide completed travel documents to traveler two days prior to trip start date.
• Ensure each trip entered in DTS conforms with all travel regulations/policies and that vouchers are submitted in DTS within one business days of receiving receipts from traveler.
• Track the status of each trip to ensure vouchers are submitted in DTS within five business days of trip completion. Provide updates to Travel Reviewer and Approver with status of any late submissions or missing documentation.
• Maintain travel tracker to ensure the details of all trips are tracked, leadership has approved each request, and alert department business and financial manager when there is a projected travel funding shortfall.
• Understand and provide recommendations related to regulations and policies regarding travel arrangements including the Federal Joint Travel Regulations (JTR), foreign clearance guide, national and international visit requests, short and standard lead country clearances, Aircraft and Personnel Automated Clearance System (APACS), Joint Personnel Adjudication System (JPAS), standard and short lead VISAs, as well as fee and no-fee standard and short lead passports. Work with ONR Travel Office as needed to resolve travel issues.
• Provide administrative support for standard office operations and logistics.
• Draft correspondence as needed following DoN official correspondence guidelines.
• Assist department Military Deputy with ensuring proper DoN protocol practices are followed for each meeting.
• Collect, compile, print, and bind presentations and reports as requested.
• Attend informational and training events that impact administrative support role.

What qualifications do you look for?

You might be the professional we're looking for if you have:

• A current TS-SCI Clearance.
• Authorization to permanently work in the United States without sponsorship.
• A Bachelor's Degree from an accredited college or university with a minimum of five (5) years of senior level administrative client support experience in work related to the tasks listed above. The Government may allow for a substitution for education as follows: A High School degree with a minimum of ten (10) years of administrative experience working with DoD.
• Five (5) years of experience providing executive-level support to DoD leadership and understanding of DoD organizations.
• Demonstrated ability to work independently to manage the calendars of multiple senior-level executives with minimal guidance.
• Demonstrated ability to develop correspondence using government procedures.
• Experience managing protocol visits and activities.
• Demonstrated understanding of the regulations and policies regarding DoD travel arrangements.
• Five (5) years of recent experience preparing travel authorizations and vouchers using the Defense Travel System (DTS)
• Two (2) years of recent experience serving as reviewing official for DTS authorizations and vouchers.
• Experience leading and training others on administrative and travel procedures.
• Experience utilizing Microsoft Office 365 (specifically, Word, Power Point, Outlook, SharePoint Online, Teams, and Excel).
• Ability to communicate clearly, effectively, both orally verbally and in writing.
• Demonstrated effectiveness working independently and collaboratively.
• Experience organizing and coordinating meetings.
• Demonstrating creativity, foresight, professionalism, and mature judgment in anticipating and addressing scientific, business, financial, or program management tasks.
• Ability to demonstrate professional politeness, proficient and effective verbal and written communications skills that are void of slang, colloquialisms and/or phases that could be interpreted as vulgar or offensive.

We are extra impressed by folks with:

• Experience in collecting and analyzing information, developing and utilizing filing and retrieval systems.

What kind of benefits does Terrestris Offer?

We offer outstanding benefits including health, life, disability, financial, and retirement benefits, as well as paid leave, professional development, tuition assistance, and work-life programs. Our award programs acknowledge employees for exceptional performance and superior demonstration of our service standards. Full-time and part-time employees working at least 20 hours a week on a regular basis are eligible to participate in our benefit programs. Other offerings may be provided for employees not within this category.

Terrestris is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status. Applicants must be authorized to work in the U.S.

DILBERT © 2018 Scott Adams. Used By permission of ANDREWS MCMEEL SYNDICATION. All rights reserved.