Senior Administrative Manager

HugoNet; Fort Belvoir (VA); On-site; USD 60,000 - 100,000; Full time

Job summary

Join a forward-thinking organization as a Senior Administrative Manager, where you will play a pivotal role in enhancing the efficiency and effectiveness of a key government agency. This position involves providing comprehensive administrative and technical support, managing calendars, and ensuring seamless communication across various departments. You will be instrumental in organizing meetings, coordinating travel, and facilitating process improvements. If you thrive in a dynamic, fast-paced environment and possess exceptional communication and organizational skills, this opportunity is perfect for you. Embrace the chance to contribute to a mission-driven team dedicated to national security and operational excellence.

Qualifications

• 5+ years of executive administrative support experience in a government or corporate setting.
• Strong communication skills and attention to detail are essential.

Responsibilities

• Provide administrative support to DTRA leadership and manage communications.
• Coordinate meetings, travel, and official visits for senior leaders.

Skills

Project Management

Oral Communication

Written Communication

Interpersonal Skills

Customer Service

MS Office Proficiency

SharePoint Knowledge

Problem Solving

Education

Bachelor's Degree

Tools

MS Office

SharePoint

Adobe Pro

Skype for Business

Microsoft Teams

Job description

Clearance Requirements: Applicant must possess an active Top Secret security clearance and be eligible for immediate SCI nomination and indoctrination. Must be a U.S. Citizen.

Work Locations: Fort Belvoir, Virginia

Job Type: Full-time salaried + benefits

Overview

We are recruiting an experienced Senior Administrative Manager in Fort Belvoir, VA, with the Defense Threat Reduction Agency (DTRA).

Responsibilities

• Provide administrative and technical support services to enable and facilitate DTRA-wide continuous process improvement with the objective of improving the quality and mission effectiveness for Directorate leadership.
• Maintain the Department Senior Leaders’ calendars. Ensure Department leadership are informed of relevant organizational events.
• Produce, coordinate and manage the flow of classified and unclassified correspondence.
• Organize, schedule and prepare meetings, conferences, teleconferences and video conferences.
• Coordinate the Department Senior Leaders’ travel and official visits using Defense Travel System (DTS).
• Coordinate the Department’s official internal and external visits, including passing/receiving security clearances and finalizing logistical tasks, such as parking and escorting.
• Perform data collection, processing and analysis in support of DTRA’s task management systems. Develop and maintain Department’s tasker suspenses and due-outs.
• Administrate and coordinate staff routing processes for in-and-out correspondence including producing, editing, briefing, reporting, disseminating, organizing and retaining documentation.
• Review documents for official signature, coordination or concurrence, accuracy and completeness, and conformance with DTRA’s style, format, or procedural requirements and guidelines.
• Perform other administrative tasks as required and coordinate administrative tasks across the Department, Directorate, Agency and externally, as required.

Qualifications

Skills / Qualifications:

• Demonstrates experience in the ability and skills to manage multiple projects, keep track of, or adjust, existing tasks while identifying new tasks and expectations as projects evolve.
• Excellent oral and written communication skills geared towards executives.
• Demonstrates ability to write clear, concise, and articulate correspondence with a focus on quality control and attention to detail.
• Strong interpersonal and customer service skills that foster teamwork and create positive relationships with staff and principals.
• Working knowledge of coordination requirements for the successful preparation and approval of reports, briefings, memoranda, awards, and presentations.
• Ability to prioritize, multi-task, plan, problem solve, and adapt in a fast-paced and strategic environment under minimal supervision.
• Proficiency with MS Office applications (e.g., Word, PowerPoint, Excel, and Project).
• Experience with SharePoint, Adobe Pro, Skype for Business, and Microsoft Teams.
• Proficiency with collaborative tools, such as SharePoint, with the ability to develop team SharePoint groups to streamline administrative operations and maintain documentation for future use and reference.

Education and Experience:

• Bachelor’s Degree from an accredited college or university.
• A minimum of five (5) years of professional Government-agency, military, or corporate experience providing executive administrative support; process improvement related experience preferred.
• Experience working in a time-sensitive environment with a high level of accountability.
• Keen understanding of Department of Defense (DoD) programs and policies, organizational structures, hierarchies, values, and mission.
• Experience providing simultaneous administrative support to multiple leaders.
• General working knowledge of Department of Defense (DoD) Combatant Commands.
• Familiarity with the DTRA Mission (current or a former employee a plus).

Physical Requirements: Employee needs to be able to sit at a workstation for extended periods; use hand(s) to handle or feel objects, tools, or controls; reach with hands and arms; talk and hear. Most positions require ability to work with a computer for extended periods of time reading, reviewing/analyzing information, and providing recommendations, summaries and/or reports in written format. Must be able to effectively communicate with others verbally and in writing. Employee may be required to occasionally lift and/or move moderate amounts of weight, typically less than 20 pounds. Regular and predictable attendance is essential.