Office Administrator/Executive Assistant

Anser - Arlington, VA

Full-time

Arlington, VA

Professional, Scientific, and Technical Services

About the position

The Office Administrator/Executive Assistant position at ANSER is a critical role located within the Organizational and Management Policy Directorate (O&MPD) under the Director of Administration & Management (DA&M). This position is designed to provide direct support to the Secretary of Defense (SecDef) and Deputy Secretary of Defense (Dep SecDef) in their decision-making forums. The successful candidate will be responsible for managing meetings, executing agendas, and engaging with senior leaders and stakeholders effectively. This role requires a deep understanding of the Pentagon and the Department of Defense (DoD) organizational structure, as well as the ability to navigate fluid environments with changing directives. In this position, the candidate will be tasked with producing high-quality work both independently and collaboratively. Responsibilities include coordinating meeting agendas, preparing read-ahead materials, and maintaining SharePoint sites and calendars. The role also involves capturing and disseminating meeting summaries and conclusions, as well as utilizing various tools and portals to track and report on senior decision-making processes. The candidate will work closely with personnel at the Office of the Secretary of Defense (OSD), Joint Staff, and other service levels, ensuring effective communication and coordination across the DoD and other government entities. The ideal candidate will possess a strong ability to adapt to rapidly changing requirements, demonstrate excellent multi-tasking capabilities, and maintain a high level of professionalism and tact when interacting with senior leaders. Strong interpersonal skills and attention to detail are essential for success in this role, as is the ability to work in a fast-paced team environment.

Responsibilities

• Provide direct support to SecDef and Dep SecDef decision-making forums.
• Manage meeting logistics including booking conference rooms and setting calendar invites.
• Take meeting minutes and capture summaries of conclusions.
• Coordinate agendas and read-ahead materials for meetings.
• Maintain SharePoint site access and calendar for meeting management.
• Track and manage RSVPs and attendance for meetings.
• Utilize tools and portals for tracking, monitoring, and reporting on senior decision-making processes.
• Engage with senior leaders and stakeholders across DoD and other government entities.

Requirements

• Active Secret clearance required at date of hire.
• Highly proficient in Microsoft Office, specifically Microsoft SharePoint.
• Experience with stakeholder coordination across DoD or other government entities.
• Ability to work in a fast-paced team environment and adapt to rapidly changing requirements.
• Strong written and oral communication skills in English.
• Professionalism and experience working with senior leaders.
• Strong interpersonal skills and attention to detail.

Nice-to-haves

• Experience with DoD governance forums and meeting management.
• Experience working closely at the OSD, Joint Staff, or Service level.
• Ability to work on-site within core hours, with flexibility to work before 9am or after 5pm as needed.