Administrative Assistant (AA IV) at Open Systems Technologies Corporation in Chantilly, Virginia

Job Description:

Open Systems Technologies is looking for an Administrative Assistant to work in support of the Intelligence community. The Front Office Admin will serve as the first face of the University, providing essential administrative support to the Dean and Associate Dean. This role requires a highly organized and proactive individual who can manage complex schedules, coordinate travel, and facilitate effective communication within the University. The ideal candidate will be adept at multitasking and will play a key role in ensuring the smooth operation of the front office.

Responsibilities:

The Administrative Assistant IV will be providing support to the Group that is responsible for above capabilities and operations. Pace of work is steady but not fast-paced. The AA will have direct interaction with group level seniors as well as division leadership. The group is composed of a front office, three divisions, operations, and technical directors. The AA will provide the sole direct support to two senior executives and three senior division chiefs and their deputies, and four additional leadership members (12 Total people). The office is comprised of approximately 275 staff and contractors. As a critical member of the Group Front Office, the Administrative Assistant (AA) Level IV will provide comprehensive executive support to the leadership team, working independently with general review and guidance from the Chief of Staff. This is a customer-facing role and the AA will be expected to interact with sponsor officers at all levels Schedule requirements:. The AA will manage check-in/out procedures for entire group, averaging 1-5 new resources a week. Ensure shared drives and accesses are granted using access request system and the center's check-in/out database. Manage six conference rooms, access to 12 vaults, maintain updated phone trees and org charts for front office and three divisions, submit visitor access request for external visitor(s) for two principals and three division chiefs. Service as group time and attendance administrator and ensure all timesheets are completed bi-weekly. The AA will manage the workflow of occasionally changing priorities, schedules and action items and must be able to work independently and as part of a team. The AA will screen visitors and maintain appointment calendars for two senior level executive and three division chiefs, while resolving conflicts with discretion, forethought and tactfulness. Presents clear and concise information in both written and verbal formats, to include creating and responding to administrative correspondences. The AA must have well-honed customer service skills and a calming demeanor. The AA must proactively manage calendars (12 Leadership with low complexity+ 6 conference room calendars) and schedule items by applying considerable knowledge of the principals' roles and responsibilities as it relates to the group. AA must be able to coordinate with others, primarily work with groups within the larger organization. AA independently manages and coordinates appointments and events on the calendar and resolve conflicts using knowledge of the executive's priorities, responsibilities, and preferences. AA will prioritize unscheduled demands and determine threshold of issues that need to rise to the principals' attention, using sound judgment, knowledge of the center's front office priorities, and working knowledge of the enterprise and/or the concerns of outside partners. AA disseminates the executive calendars to appropriate staff and acts as a liaison to other senior executives to ensure integration is occurring.

Required Qualifications:

• CLEARANCE: TS/SCI w FSP

• HS Diploma and 7 years of relevant experience or equivalent combination of education and experience


• Proficient Word, Excel, Outlook, PowerPoint


• Able to perform duties with minimal supervision and some team interaction


• Work schedule is flexible but AA must be available to work during core hours 09:30am to 3:00pm.


• Travel to other buildings is not required.


• The AA must have the ability to exercise tact, diplomacy and discretion while serving as a principal's liaison for interactions with officers at all levels within and outside the organization.


• The AA must be able to lift 20-40 lbs. for receiving requested office supplies

BENEFITS

OST is an Equal Opportunity Employer and has been operating since 1996 providing support on various contracts with Government agencies. We offer a comprehensive benefits package that includes 3 weeks paid time off, 11 Federal Holidays, medical/dental coverage, STD, LTD, Life Insurance, AD&D, 401k with up to 4% match, and end-of-year profit sharing.

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