Administrative Assistance Support, Arlington, VA

Join the team who values your skills and expertise. From intelligence to vulnerability assessment and mission assurance, Cherokee Nation Defense Solutions (CNDS) provides experience and results for the intelligence community. Building on a reputation as a dedicated, disciplined and tightly knit organization, CNDS supports the Department of Defense in the execution of its critical, strategic, and operational programs.

CNDS is part of Cherokee Federal- a team of tribally owned federal contracting companies focused on building solutions, solving complex challenges, and serving the nation’s mission around the globe for more than 60 federal clients. For more information, visit cherokee-federal.com .

SUMMARY

The Administrative Assistant will provide a variety of complex and routine administrative duties to support the Chief Human Capital Office (CHCO) with minimal or no supervision and in compliance with written and oral guidance and policies, execute independent decisions within established guidelines and perform a full range of administrative services and executive assistance support.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Includes the following:

Front Office Management

• Coordinate executive communications, including taking calls, responding to emails, and interfacing with external organizations.
• Prepare and review internal and external documents.
• Maintain an organized filing system of paper and electronic documents.
• Populate and publish SharePoint updates.
• On-boarding/Off-boarding members- Update rosters/checklists, distributing/collecting applicable documentation, drafting emails, etc.
• Track and submit office supplies for the front office, to include military awards/accoutrements, patches, coins, etc.
• Field calls and greet visitors and respond to telephone calls, take messages when appropriate, and direct callers or visitors to requested government staff. Plan and coordinate conference and office visits with distinguished visitors.
• Staff & Administer Documents. Prepare and develop correspondence, reports, memorandums, presentations, ready- to-send (RTS) emails, and other forms of communication for distribution across the organization.
• Distribute correspondence to all individuals in accordance with approved guidelines and processes. Search and retrieve documents from databases and files as requested and provide research to assigned staff as necessary. Prepare and coordinate documents for review and distribute electronically as necessary.
• Plan, coordinate, and organize events and all secure facilities (onsite and offsite) prior to event by coordinating with the conference room coordinator or applicable office/agency. Submit all presentations in requested format by supported staff within the prescribed time frame.
• Draft meeting minutes, distribute meeting documents and post meeting minutes, as necessary to participants.
• Review correspondence for signatures from members of assigned staff, the supervisor, or other senior managers for proper format, Review conformance with procedural instructions, grammar, typographical errors, accuracy, and necessary attachments. Properly monitor and track correspondence as required in approved databases to ensure that all assigned suspense requirements are met. Distribute correspondence to all individuals in accordance with approved guidelines and processes.
• Plan, coordinate, and organize events/meetings (on site and off site) for assigned headquarters organization. Responsible for securing facilities, submitting presentations as required by supported staff within the prescribed time frame. Secure necessary equipment (projector, computer, etc.) to conduct briefing. Operate equipment (projector, computer, etc.) as required. Take attendance at meetings as necessary. Draft and distribute meeting minutes as necessary. Final decisions on events remains with the Government.

Calendar Management

• Schedule meetings and appointments/ invite appropriate attendees.
• Maintain and manage calendar of activities, meetings, and events.
• Coordinate with other executive staffs to develop meeting/travel agendas (if applicable).
• Assist with setting up Video Tele Conferences (VTC), Microsoft Teams Meetings, Webex, Zoom, SharePoint, or any other platform utilizing by the Government.

Travel Management

• Coordinate with enterprise entities to codify travel plans for leadership.
• Manage travel itineraries/agendas for leadership.
• Create authorizations for leadership in Defense Travel System (DTS) IAW the Joint Travel Regulations (JTR).
• Prepare and validate Trip Books for Senior Leaders Travel.

Workflow Coordination Management

• Manage the directorate’s assigned tasking’s using the Enterprise task Management Software Solution (ETMS2 aka TMT) and other Tasker emails from external organizations/staffs.
  • Review ALL Taskers; assign, close, update, reply to Tasker emails, phones calls as needed to escalate tasks, meet deadlines and coordinate w/Headquarter-level offices.

• Create Taskers for office.
• Maintain assigned files and record systems in accordance to approved guidelines.
• Performs other job-related duties as assigned.

SUPERVISORY/MANAGEMENT AUTHORITY

• This position has no supervisory and/or managerial authority

EDUCATION AND/OR EXPERIENCE

• Associate degree.
• Minimum of three (3) years of experience working within the DoD performing the tasks listed.

KNOWLEDGE, SKILLS, AND ABILITIES

• Candidates must be US Citizens.
• Candidates must hold an active SECRET clearance.
• Candidates will be subject to a US Federal Government background investigation and must favorably pass a drug screen.
• High familiarity in Defense Travel System (DTS).
• High familiarity with the Task Management Tool (TMT).
• Advanced skills in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, etc.) and SharePoint.
• Knowledge/skills with MS Teams, Webex, Zoom.
• Ability to identify and resolve challenges at a strategic level, time management, and ability to multi-task.
• Excellent and advanced organizational, interpersonal and judgment skills
• Excellent and advanced oral and written communication skills.
• Staff experience supporting DoD or Federal Government Headquarters senior leaders or private sector corporate (executive) level support, highly desired.
• Must be able to successfully pass a background check and drug screening

WORK ENVIRONMENT

• Workspace will be in a US Government Facility with controlled access and/or military installation

TRAVEL

• There is 0 – 10% travel associated with this requisition. Will be traveling to potentially two other locations within the National Capital Region (Washington DC, Arlington VA, and Crystal City, VA)

Cherokee Federal has suspended it’s COVID mandate. However, it’s important to note that Cherokee Federal employees are included as covered employees in U.S. Presidential Executive Order 14042, which mandates Covid vaccines for federal contractors. Executive Order 14042 is currently not subject to enforcement by the Federal government. Therefore, Cherokee Federal has suspended application of the mandate and continues to monitor the government’s guidance on administration of any vaccine requirement.

ABOUT THE TEAM

Cherokee Federal is a collective group of subsidiary companies of Cherokee Nation Businesses (CNB). CNB is the economic engine of Cherokee Nation, the largest Native American tribe in the U.S. As a trusted partner, the Cherokee Federal team of companies manages nearly 2,000 projects of all sizes across the construction, engineering and manufacturing, and mission solutions portfolios – ranging from advanced data analytics and telehealth to cybersecurity, cloud and logistics.

Since 2012, our team of companies has won $6 billion in government contracts and completed more than 5,300 federal missions. Our 3,600+ employees work in 20+ countries, 50 states and 2 U.S. territories.

Why Cherokee Federal? Visit cherokee-federal.com to learn why you should join our team!

Compliance

Cherokee Federal is an equal opportunity employer. We are committed to prohibiting discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, union affiliation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law. We conform to the spirit as well as to the letter of all applicable laws and regulations governing all aspects of the relationship between the Company and its employees, including, but not limited to, recruitment, employment, promotion, transfer, training, working conditions, wages and salary administration, employee benefits, and application of policies. The policies and principles of EEO also apply to the selection and treatment of independent contractors, personnel working on our premises who are employed by temporary agencies and any other persons or firms doing business for or with the Company.

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