[ref. k19164318] Executive Assistant - Fort Detrick

Overview:

ERP International is seeking an Administrative Analyst to support the Office of the Principal Assistant for Acquisition (OPAA), U.S. Army Medical Research and Development Command, at Fort Detrick, MD. Come discover the immense pride and job satisfaction ERP Employees have in caring for our Military Members, their Families and Retired Military Veterans!

Be the Best! Join our exceptional team in a dynamic work environment only to discover the immense job satisfaction and pride of being an ERP Employee! Apply online today and discover more about this exceptional employment opportunity.

ERP International is honored to have been named one of The Washington Post’s 2024 Top Workplaces for the fourth year in a row!

ERP Offers Employees:

• Competitive Salaries & Benefits!
• Medical/Dental/Vision, STD/LTD/Life, and matching 401k
• Health Advocate & Concierge Services!
• Employee Recognition Programs!
• Employee Appreciation & Company Sponsored Events!
• Community Outreach & Charity Work!

Pay Range: $73,000- $90,000

The salary range for this position is determined based on a variety of factors, including but not limited to, experience, qualifications, skill level, and location. The final salary offer will fall within this range and will be commensurate with the candidate’s background and the specific demands of the role.

Responsibilities:

Schedule:

• Normal duty hours are Monday – Friday: 8:00am – 4:30pm
• Schedules may vary dependent upon need, must be flexible at times

Job Specific duties may include, but are not limited to the following:

1. Provide high-level administrative support and assistance to the Principal and/or other staff, as requested.
2. Address incoming communication, correspondence, calls, and visitors in a courteous and professional tone directing individuals to appropriate staff members and providing timely messages.
3. Maintain office calendars, schedules meetings, video teleconferences (VTC), and ensures appropriate audio/visual (AV) support and availability.
4. 1. Maintain and deconflict the Principal’s calendar and appointments, appropriately coordinates with staff to ensure appointments are prioritized, scheduled, and alternate attendees are informed when necessary.
5. 2. Provides, upon receipt, required information, documents, briefing slides, etc. that correspond to the meeting for the Principal, per requested timelines. Prints and consolidates information as necessary.
6. 3. Ensure operation of any AV requirements for Principal meetings are in place prior to meeting.
7. 4. Coordinate meetings and assists with management of conference room, office conference room calendar, and other office calendar(s) and may interface for reservations.
8. Attend and take high-level notes, minutes, or other documentation capturing all due outs at various meetings as requested by the Principal and/or Contracting Officer Representative (COR). Request and consolidate information for agendas and release of notes with appropriate office personnel concurrence within designated timeframe.
9. Support the Principal in arrangement of all travel and supporting travel requirements (e.g., rental car, government car/driver, hotel, processes OCONUS/CONUS forms to include passports/visas, security verifications), and maintain accurate, organized records.
10. 1 Knowledgeable in the processes and guidelines for the Defense Travel System (DTS), the Joint Travel Regulation (JTR), and other travel policies and procedures; and remains abreast of changes that impact travel.
11. 2 Enter travel information in DTS for the Principal and finds/assists in correction of errors or questionable items. Address and process authorizations and vouchers according to travel regulations. Provides thorough follow through on all actions for travel completion.
12. 3 Support office with the creation, submission, tracking, and after-action requirements for all conference approval packets generated by/for the office.
13. 4 Responsible for creation, submission, tracking, and follow-up on Principal’s security paperwork for meeting/event participation and/or access to facilities. Assists with submission of other office staff’s paperwork, as requested by the COR.
14. Prepare and maintains routine reports such as forecasted travel and leave information for the Principal, staff workload summaries, etc., as requested.
15. Perform clerical and administrative tasks including the creation, editing, and reviewing of grammar, spelling, format for all letters, memorandums, briefings, and other documents as requested for the Principal. Prepare and maintain word processing, spreadsheets, graphical and print/production materials, databases, and/or software files and information.
16. 1. Maintain accurate records and files in accordance with the records retention rules and within designated files and folders. Apply knowledge to comply with all grammar, spelling, and formatting guidelines.
17. 2. Ensure dissemination of time-sensitive material and follow through on completion of staff memorandums and actions that require immediate attention and coordination.
18. Handle all hard copy mail requirements for the office and disseminates incoming mail to appropriate personnel.
19. Collaborate and coordinate with other Commands and offices to complete some office functions.
20. Assist with planning and organizing of office-wide events and functions (e.g., Town Hall).
21. Assist with performing duties in all support areas identified in the PWS as requested by the COR.
22. Assist in the development of and analysis of reports generated both internal and external to the office. Actively research and formulate responses to tasks for leadership and/or COR review.
23. Travel Requirement – May travel with or for the office to attend site visits, meetings, and conferences to perform program analytic functions. As requested, provide travel notes within mutually agreeable timeline.

Qualifications:

Qualifications:

• Education: Bachelors Degree preferred.
• Experience: 5 years experience in administration activities is desired, along with administration experience in senior level offices.
• Other: Proficiency in Microsoft (MS) Office applications including MS Access, Excel, Outlook, PowerPoint, Teams, and Word with the ability to work and improve on various software applications is also required. Proficiency in military correspondence. It is expected that the individual will learn particulars of the position rapidly with the ability to work independently of daily oversight and assistance. Individuals are expected to contribute to the mission through participation and knowledge sharing.
• Security Clearance: Must possess ability to obtain and maintain a Tier 1 clearance; an active clearance at the time of application highly desired.