Administrative Assistant

• Answer Director, Deputy Director, and Front Office group line telephones, take messages, and coordinate responses by appropriate DONSAPCO/N9SP staff members.
• Provide coordination and support for meetings and conferences.
• Identify/schedule suitable meeting location(s).
• Coordinate principals’ calendars.
• Manage and distribute schedules.
• Draft and distribute meeting agendas.
• Coordinate and verify clearances/accesses of meeting attendees.
• Compile, locate, develop and/or review slide decks and talking points.
• Schedule, setup, and operate VTC equipment.
• Draft place cards and seating arrangements in accordance with DON and DoD protocol.
• Take and properly mark meeting notes.
• Record and track meeting action items.
• Draft, coordinate, finalize, and distribute meeting minutes and/or decision memoranda.
• Coordinate parking passes and/or temporary parking requests.
• Oversee the tracking of office material, supplies, and other items as needed.
• Prepare and present the government ordering point of contact (POC) a required supply list on a monthly basis, or sooner if necessary, and assist in the ordering and restocking of supplies.
• Assist the Workflow Manager with drafting, preparation, editing and coordinating various reports, briefs, papers, and other written documentation required for the Director, Deputy Director, Chief of Staff, or Deputy Chief of Staff.
• Greet visitors, including Flag-level officers and Senior Executives.
• Escort visitors and meeting attendees.
• Assist with the development, implementation, and update of written SOPs that define how office functions, processes, and procedures are to be conducted.
• Create and/or support the maintenance of organizational charts, phone lists, recall cards, personnel manning rosters, and other administrative support as necessary.