040 - Executive Assistant

JOB TITLE: Executive Assistant
CLIENT: US Army - PMSL
LOCATION: Picatinny Arsenal
CLEARANCE: Must be a US Citizen with an Active Secret Clearance

PROGRAM OVERVIEW:

Inalab is in search of a highly energetic Executive Assistant to support our US Army program developing next-generation weapons technology. 

QUALIFICATIONS:

• Two years of experience of clerical, secretarial or office experience.
• Two years of experience preparing and modifying travel orders within DTS.
• Must possess time management and problem-solving skills.

JOB FUNCTIONS:

• Provides administrative support to Product Manager / Product Director level.
• Independently maintain short- and long-range operational schedules and schedule appointments/meetings.
• Track / utilize the Personnel Accountability Report (PAR) for PM-SL employees.
• Coordinate travel arrangements in Defense Travel System (DTS) for PM-SL employees.
• Generate/maintain CONUS and OCONUS travel schedules to include status of orders and itineraries, Visas, theater clearances and country clearances using Aircraft and Personnel Automated Clearance System (APACS) if required.
• Provide support for all executive administrative operations and activities to Product Manager (PdM)/Product Director (PdD), Deputy PdM/PdD, and/or Directors as well as support higher headquarters calendars.
• Maintains time and attendance records in the Automated Time Attendance and Production System (ATAAPS).
• Prepares SF 182 training forms in SAP/AEP MeSpace for requesting military and civilian personnel.
• Arrange meetings and conferences and prepares appropriate background material. Meeting/conference support activities include collecting RSVPs, produces lists of key people attending, arranges meeting credentials, agendas and processes and analyses post event surveys.
• Screens telephone calls and refers the calls to appropriate personnel. When possible, answers the questions being posed.
• Reviews and evaluates administrative directives, develops implementing instructions and maintains a library of pertinent directives and publications.
• Maintains liaison with numerous support organizations, i.e., Acquisition Center, Personnel, Resource Management, and Installation Support Activity to obtain and acquire necessary services. With limited oversight, makes the required contacts and completes the related tasks quickly and efficiently.
• If necessary, maintains personnel records, helps prepare personnel documents, helps processes personnel actions and training plans.
• Schedules meetings with the staffs of senior industry executives. Greets them when they visit the PdM/PdD/Deputies/Directors, arranges for working lunches and provides meeting notes when requested.
• Communicate extensively to resolve issues, maintain status and execute mission.
• Exercises discretion and independent judgment carrying out full range of office automation/administrative functions.
• Performs other tasks as required to support PM-SL.

Physical Demands:

While performing the duties of the job, the incumbent will be exposed to normal demands associated with an office environment. Ability to work on a computer for long periods, and communicate with individuals by telephone, email, and face to face. This position requires the incumbent to have the ability to stand, walk, sit, use hands to finger, handle or feel objects, tools, or controls, reach with hands and arms, talk, and hear. The employee must be able to lift and/or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust and focus.

Work Environment:

The noise level in the work environment is usually light.

Inalab Consulting, Inc. is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

Inalab is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. Applicants with a disability can request reasonable accommodation by contacting hr@inalabgroup.com.