Executive Secretary

Compensation

: $62,000.00 - $87,740.00 /year *

Employment Type

: Full-Time

Industry

: Administrative/Clerical



POSITION: Executive Secretary (ES)

DEPARTMENT: Administrative

REPORTS TO: NGA Project Manager

LOCATION: MD/DC/VA/MO


SUMMARY/GENERAL DESCRIPTION OF RESPONSIBILITIES:

Provide professional and proactive mission oriented administrative support to the assigned customer

office.

GENERAL REQUIREMENTS:

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

guidance.

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

reproduction.

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

signatures.

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

documents.

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

and format.

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 CONDITIONS:

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.

Minimum Knowledge/Skills/Qualifications

Must have an active Top Secret/Sensitive Compartmented Information (TS/SCI) security

clearance.

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

situations.

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

guidance.

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).

Desirable Knowledge/Skills/Qualifications

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:

1. PeopleSoft

2. Defense Travel System (DTS) with knowledge of the Joint Travel Regulation (JTR)

3. NCERTS

4. SharePoint

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.



Job Requirements:
  • Represent the executive at meetings
  • Provide administrative/secretarial support to the department executive
  • Transcribe correspondence and meeting minutes
  • Making travel arrangements and related administrative duties
  • Compose and sign correspondence for executive
  • Serve as administrative/confidential secretary and perform clerical and administrative duties
  • Recording all minutes of meetings
  • Compile necessary material for executive's meetings, and records minutes of meetings
  • Provide secretarial and administrative office support
  • Make travel arrangements and process expense reports
  • Compiling travel and expense reports
  • Relieve the executive of administrative type functions in order to increase the time an executive have available for executive level responsibilities
  • Compiling reports for review by senior executive
  • Providing support to a senior-level executive
  • Perform a variety of administrative or executive support tasks
  • Make arrangements for meetings and conferences
  • Serve as a secretary and take minutes for meetings as assigned and keep the records of such meetings
  • Prepare documents and reports for board meetings
  • Take detailed minutes of the meetings
  • Provide secretarial assistance at meetings
* The salary listed in the header is an estimate based on salary data for similar jobs in the same area. Salary or compensation data found in the job description is accurate.

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