POSITION: Executive Secretary (ES)
REPORTS TO: NGA Project Manager
SUMMARY/GENERAL DESCRIPTION OF RESPONSIBILITIES:
Provide professional and proactive mission oriented administrative support to the assigned customer
Maintain a working level understanding of the NGA organization and its corporate business rhythms
in order to effectively execute administrative requirements for the office. This includes reading,
understanding and applying applicable IC, DoD and NGA policies, instructions, regulations, and
Receptionist duties such as: greeting, receiving, and assisting office visitors, to include escorting to
meeting place, upon entrance/exit of the facility, or as required; answering phone calls for the
purpose of recording messages, transferring calls, assisting with caller inquiries, coordinating office
agendas and activities; etc.
Operate a computer, calculator, copier/scanner, and other common office equipment. This includes
the ability to use standard office equipment and Microsoft Office software applications to the
degree expected at each labor category.
Process mail to include retrieval, opening (as required), inspecting, distributing, and picking up for
mail room delivery.
Read publications, regulations, directive, instructions and guidance and take action or refer those
that are important to office leadership, management and/or staff.
Establish and maintain both hard copy and computer based filing systems, to include performing
routine filing of various office data/record files.
Prepare, review and/or edit correspondences such as form letters, reports, tables, spreadsheets,
and other printed material.
Copy and scan office documents, files, records, etc. Some tasks may include either actually
performing the copy/scanning operation or assisting with the processing through NGA rapid
Assist with the preparation of materials needed for conferences, correspondence, appointments,
travel, meetings, telephone calls, etc.
Administratively support the designated Government Hand Receipt Holder (HRH). This does not
mean becoming the HRH because this is considered an inherent Government function.
Manage office calendars to support planning and coordination of office events, functions, meetings,
work requirements and other noteworthy calendar topics.
Perform data entry and maintenance of stored data/records in established databases, spreadsheets
and other electronic data/record tracking and repository systems.
Assist with meeting agendas, arranging meet me numbers and conference room schedules,
coordinating meeting material and pantry items, taking meeting notes and producing a postmeeting
report for approval and distribution, tracking meeting action items for disposition, etc.
Support creation of Staff Summary Sheets (SSS) and staffing of documents for review and/or
ESSENTIAL DUTIES AND JOB FUNCTIONS:
Learn and maintain a working knowledge of the Intelligence Community (IC) and specifically for
those IC partners the office may interact with the most. This may include implementing
administrative workflows, procedures and guidelines to achieve a smooth exchange of information
and coordination of mission requirements.
Independently provide professional and responsive secretarial support to leadership personnel and
staff in support of organizational mission requirements. This will require executing a broad range of
secretarial responsibilities with some tasks occurring routinely and/or on an ad hoc basis per realtime
needs of the office.
Independently manage office schedules and calendars to administratively support timely planning,
coordination, execution, and completion of business rhythms, corporate requirements, and events
(i.e., meetings, conferences, travel, etc.).
Independently apply mature and objective judgment to determine best approach and course of
action to take in both routine and non routine administrative situations. This will require accurately
interpreting and adapting guidelines, including unwritten policies, precedents and practices that are
not always completely applicable to a changing situation.
Assist senior leadership personnel and its staff on a broad range of administrative requirements.
This includes serving as focal point for coordinating, consolidating, reviewing, managing information,
and providing assistance concerning office administrative requirements in concert with the
designated Government Chief of Staff (CoS), Executive Officer and other staff personnel.
Proactively anticipate and keep leadership and/or staff apprised of high priority issues,
requirements, and developments as it relates to office business and administrative activities.
Perform administrative activities to facilitate the planning, coordinating and executing of corporate
organizational functions (e.g., events, town halls, meetings, conferences and other official
gatherings) the office may host, support and/or participate.
Support office discussions regarding the organization s administrative business rhythms and
contribute recommendations as deemed appropriate. Specifically notify office leadership and
management on the administrative implications of additions, deletions, or changes to the varied
functions of the organization.
Produces draft and/or final office correspondence or documents for senior leadership s
consideration and signature. Review and provide suggested edits to office correspondence and
Prepare special or one time reports, summaries, or replies to inquiries, selecting relevant
information from a variety of sources such as reports, documents, correspondence and other
offices, etc. under general directives.
Create workbooks (e.g., read ahead, staffing, continuity, standard operating procedures) for
leadership planning and/or to support execution of leadership responsibilities and office
administrative business rhythms.
Support office with the development of guidance, procedures and/or policies relative to facilitating
administrative activities of the organization. These functions may include training/travel budgets,
suspense systems, space planning, personnel management, record management, logistics support,
asset tracking, etc.
Perform basic research in support of reports and other administrative requirements.
Support the creation of office briefings either as the one creating or reviewing the briefing content
Provide support to leadership and staff on the organization s administrative business rhythms and
requirements to facilitate effective management. Specifically advices on the administrative
implications of additions, deletions, or changes to the varied functions of the organization.
Assist secretaries in subordinate offices on new procedures; request information from subordinate
office for periodic or special conferences, reports, inquiries, etc.
Work is in a typical office setting and will require long periods of standing and sitting throughout the
work day. Low to moderate local travel may be required.
Must have an active Top Secret/Sensitive Compartmented Information (TS/SCI) security
Proven experience in the secretary profession directly supporting an office environment with
senior leadership personnel serving in the grades of SES/DISL or at the Flag Officer level.
Strong foundational knowledge and understanding of the Department of Defense (DoD) and
Intelligence Community (IC).
Strong professionalism with the ability to consistently demonstrate tact and maturity in all
Strong interpersonal and/or soft skills, and office etiquette to:
1. Facilitate professional relationships and support efficient execution of all office
administrative requirements; and
2. Realize a positive customer oriented service experience by internal/external office
personnel, customers, and visitors.
Strong teaming and collaboration skills that foster office unity and cohesiveness in support of
completing office administrative requirements.
Capable of independently handling a large, complex workload, effectively coordinating multiple
resources, and multi tasking in a fast paced environment having competing priorities.
Excellent communication skills both verbally and written with the ability to:
1. Articulate and exchange information (i.e., requirements, actions, needs, status, etc.) in a
professional tone and attitude to achieve efficient business rhythms; and
2. Produce professionally written emails, letters, documents, and other material that is
succinct, coherent, uses proper tone, demonstrates proper grammatical use of the
English language, and presents proper format/form per established corporate/office
Exceptional office and work organization skills that facilitates a neat and orderly presentation of
the work environment and administrative activities. (Note: NGA has a clean desk policy that
requires a clutter free work environment and the proper storage of working papers).
Understanding of and prior experience in applying office protocol and staffing requirements at
the senior leadership level.
Strong analytical skills to anticipate and proactively assist leadership personnel and staff with
day to day business rhythms and administrative support requirements.
Able to independently apply mature judgment and initiative to determine approach and action
to take in both routine and non routine administrative situations.
Creative and innovative techniques for performing administrative responsibilities that enhances
office workflow processes and business rhythms.
Interpret and adapt guidelines with minimal assistance, including unwritten policies, precedents
and practices that are not always completely applicable to a changing situation.
Strong working knowledge of office information technology (IT) equipment (e.g., copiers,
scanners, facsimile machines, computer workstations, phones, teleconference/video
teleconference equipment) with the ability to independently operate such equipment in
completing administrative tasks.
Strong working knowledge of MS Office software applications (i.e, Word, Excel, PowerPoint, and
Outlook: Mail, Calendar, and File Functions) with the ability to independently use these
applications to efficiently complete office administrative tasks.
Proven self starter with the ability to independently and accurately complete all assigned
administrative work requirements.
Strong typing skills with the ability to type at a minimum of 45 words per minute (wpm).
Working knowledge of NGA s administrative processes and business rhythms.
Knowledge of Military and administrative support requirements at the Flag Officers as an
executive officer or staff officer.
Proficient working knowledge of the following corporate applications:
2. Defense Travel System (DTS) with knowledge of the Joint Travel Regulation (JTR)
Process improvement planning and implementation.
Establishing and managing office spend plans for travel, supplies and awards.
Administratively supporting the panning, coordination and execution of visits, events,
luncheons, and other office functions as required.
Prior experience with presentation techniques and building briefing slides.
Possess a working knowledge of the NGA internal coordination and approval processes.
Working knowledge of NGA s File Plan requirements.
Possess a working level understanding of NGA corporate processes.
Experienced in setting up and maintaining office filling systems (hardcopy and softcopy) using
specified format and structure.
Ability to schedule, coordinate, set up, and operate Video Teleconference (VTC) equipment; and
this includes teleconferences.
Minimum Education/Work Experience
1. Bachelors in General Business Administration or related course work from an accredited
University/College. A minimum of 8 years secretary experience with a minimum of 2 years
experience in a senior level office, OR
2. Associate s in General Business Administration or related course work from an
accredited college. A minimum of 10 years of secretary experience with a minimum of 4 years
experience working in a senior level office, OR
3. High School Diploma with Vocational/Military Training Certificate in Office Management,
Secretary Services, or related field. A minimum of 14 years of secretary experience with a
minimum of 6 years experience in a senior level office.
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