THIS POSITION REQUIRES A
CURRENTTS/SCI with Polygraph clearances.
Core One seeks an experienced Principal Support Administrator to support the US Government in the Northern Virginia area. The candidate will be responsible for proactively managing the principal's calendar and unscheduled demands on the principal's time, and preparing the principal for meetings. The work may also include providing, coordinating, and/or overseeing administrative support to others on the supported principal's staff.
PRIMARY RESPONSIBILITIESCalendar Management:
- Proactively manage calendar and schedule items by applying considerable knowledge of the principal's role and responsibilities in relation to the supported mission, and working knowledge of larger mission priorities.
- Coordinate with others, primarily from work units within or superior to the principal's organization, and with a diverse mix of internal and external contacts to effectively resolve calendar conflicts, applying a working knowledge of protocol. Notify attendees and their staffs of scheduled calendar items.
Principal Support:
- Prioritize unscheduled demands and determine the threshold of issues that need to rise to principal's attention, using sound judgment, considerable knowledge of the supported mission priorities, and working knowledge of Agency and/or IC concerns.
- Seek information from appropriate Agency/IC resources or other external resources to provide background information the principal will require to adequately address and resolve issues and concerns not deferred to others. Track assigned actions to ensure completion and response.
- Place and answer phone calls for the principal; employ proper protocols
Liaison:
- Exercise tact, diplomacy, and discretion while serving as principal's liaison for interactions with officers at all levels within and outside the organization.
- Interact confidently and effectively on behalf of the principal by communicating orally or in writing their requirements and priorities on routine to moderately complex mission-related issues.
- Provide information or respond accurately to routine to moderately complex questions and/or technical/administrative issues and requests in a clear, concise, credible and courteous manner, and in the appropriate way (i.e., orally by phone or in person, or in writing via email, letter or memorandum).
- Maintain and expand a network of professional contacts and working relationships with personnel from the Agency, IC, and a diverse mix of internal and external contacts to influence work outcomes and accomplish duties. Build network relationships that influence officers beyond the supported principal's organization.
Correspondence and Records Management:
- Draft clear, concise, hard and soft copy routine to moderately complex correspondence on behalf of the principal, emulating their style and voice.
- Format, proofread, and edit correspondence and other documents to ensure clarity, accuracy, grammar, and conformance with Agency/IC correspondence guidance. Route correspondence and track status through completion. As needed, track edits and multiple versions of documents.
- Establish or improve on existing records management plan in compliance with pre-established protocols; maintain and archive files accordingly. Organize hard and soft copy files, records, and information for easy retrieval.
Meeting and Event Preparation:
- Compile and/or review for accuracy and completeness, packages, briefing books, and background materials in support of principal's meetings; evaluate content and highlight key meeting details.
- Determine appropriate meeting venue and arrange for needed logistics and security (required audio/video capabilities; adequate size room or other venue; transportation, sufficient travel time, parking; visitor requests, clearances, badges, escorts) to ensure principal and/or attendees have the required access and resources to attend and participate in the meeting or event.
- Conduct coordination of principal's proposed travel plans with all appropriate offices to ensure itineraries meet principal's requirements. This may include coordination of itineraries and passports/visas for travelers accompanying the principal.
- Secure transportation and lodging reservations via internal travel system. Prepare and submit requests for travel and temporary duty request, if required. Follow up on all submissions to ensure principal's requirements are met.
General Office Support:
- Manage day-to-day office operations and seek to improve office workflow. Clarify assigned roles/tasks, track, and monitor administrative support-related actions to ensure completion. Track, monitor, and follow up on ongoing projects and initiatives.
- Prepare and submit any mandatory or other reporting documentation on behalf of principal.
- Confirm principal's mandatory or other training requirements. Advise and remind principal of requirements and deadlines for completion
REQUIRED SKILLS- Working knowledge of mission priorities to proactively manage and deconflict calendars and to determine threshold issues that need to rise to the principal's attention.
- Working knowledge of Agency/IC structure, regulations, policies and protocols to represent principal and to complete routine to moderately complex tasks.
- Working knowledge of Agency and IC administrative processes, policies, and procedures, and internal support discipline applications and databases to fulfill duties, guide and teach other administrative support personnel.
- Working knowledge of the roles, responsibilities, and interrelatedness of the supported principal's organization, the IC, the organizations and executives with whom the principal regularly
- Working knowledge of current practices associated with filing and tracking systems, including rapid storage and retrieval of information.
- Extensive working knowledge of Microsoft Office Suite applications (Outlook, Word, Power Point, and Excel) and other tools in order to format and adapt submitted correspondence for ease of presentation. Ability to track edits and multiple versions of documents.
- Working knowledge of travel activities to support planning and scheduling of travel arrangements.
- Ability to communicate in a clear and concise manner, sufficient to convey moderately complex ideas and information on technical/administrative mission-related issues in a well-organized, logical, concise, credible and courteous manner that is appropriate for the situation, topic, and listener, and consistent with the principal's perspective or position.
- Four to five years of progressively responsible administrative support experience with at least one to two years of administrative support at the executive level.
- Required: High School Diploma or GED
- Preferred: Associates or Bachelors' degree
