Executive Administrative Assistant

Ohana is seeking an Administrative Assistant located in Chantilly, VA. The Administrative Assistant position performs a variety of administrative duties providing mission support in one or more functions or business areas within the NRO Directorates.

• The nature of Administrative Assistant work varies from transactional in nature to complex tasks which demands a high degree of autonomy and latitude in planning, organizing, and decision making to fulfill work requirements.
• Maintain a schedule of appointments for office chiefs and deputy chiefs
• Answer routine telephone calls, direct calls and take messages
• Greet office visitors
• Retrieve, sort, and distribute incoming mail, and other publications/documents
• Arrange for the delivery of outgoing mail/packages with the mailroom
• Prepare travel/training arrangements and process travel/training accounting/vouchers for the office managers
• Draft, proofread, edit and coordinate official office correspondences
• Draft documents such as standard operating procedures, spreadsheets, presentations and reports
• Maintain program records filing/storage and archival as appropriate
• Administer databases and spreadsheets to include managing user accounts and accesses, creating reports, and performing updates
• Prepare recall rosters and maintain office organization charts
• Manage routine website content updates and coordinate more complex website changes with web and graphics team
• Assist in planning, scheduling, organizing, and execution of meetings, events, conferences, and off-sites
• Support TIER actions, assign actions to the appropriate divisions or branches, follow up on actions, coordinate responses in a non-conflicted manner for senior management review, provide status reports, and participate at Enterprise-wide TIER meetings as required
• Coordinate office renovations and relocation activities
• Recommend innovative processes to improve the efficiency and effectiveness of the office
• Maintain Directorate supply stock by monitoring supply levels and ordering supplies/equipment as needed
• Participate in meetings and events; may serve as recorder
• Perform administrative back up support for other offices within the Directorate

• TS/SCI with Poly
• HS Diploma plus 6 years of experience
• Strong interpersonal skills
• Detail-orientated
• Ability to communicate effectively and concisely using a variety of styles and techniques appropriate to the audience
• Ability to participate productively as a contributing member in a team environment
• Proficient in the use of Microsoft Office, standard computer applications and ability to learn customer collaboration tools
• Knowledge of proper English usage, spelling, grammar, punctuation and sentence structure to ensure that written materials prepared and reviewed are complete, succinct, and formatted correctly
• Experience working independently, anticipating and adapting to changing mission requirements and priorities, and managing multiple tasks with minimal guidance