Job description

SUMMARY

The Sr. Executive Assistant will support the Sr Program Manager in the operational management of their assigned portfolio. Administratively support PM and project team with back-office interface applying/implementing corporate related processes, procedures, and reporting. Assist with development of contract proposals in response to government Request for Proposals (RFPs) and tracking subsequent contract award requirements to include but not limited to staffing, budgets, notifications, deliverables, and milestones. Draft written correspondence utilizing Microsoft Word, PowerPoint, Excel, and Graphics into ‘client ready’ format. Coordinate activities performed by staff and internal customers/partners as directed by the Program Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Includes the following:

• Provides administrative support, direction, and clarification for assigned projects.

• Responsible for In/Out processing personnel
• Process government CAC requests & renewals

• Responsible for creating and monthly updates to project estimates at completion (EACs) from initial award through contract completion.

• Evaluate Contract Documents and Performance Work Statements (PWS) capturing defined due dates or milestones ensuring On-Time delivery and notifications to clients
• Assist PM with recruiting efforts to include development of requisitions, working with recruiter, evaluating candidate resumes, and participating in interviews
• Establish Annual Performance Schedules for staff members and initiate administrative actions to complete evaluations
• Maintain file folders for all Personnel & Contract documentation
• Draft and deliver Team’s Weekly Newsletter
• Responsible for planning, organizing, and facilitating project review meetings, to include preparation of technical presentations, agendas, and minutes.
• Responsible for the assignment of personnel charge codes, establishing/maintaining staff leave calendar, and verifying compliance with daily time reporting
• Draft Past Performance Overviews through evaluation of PWS’s

• Updates program manager regularly on the project, financial status, and ongoing administrative actions

• Participate in bi-weekly Team Meetings, capture any action items, ensure actions are completed and share with the team
• Release Personnel Data Calls, release follow-ups, and track completions
• Performs other job-related duties as assigned

SUPERVISORY/MANAGEMENT AUTHORITY

No supervisory or managerial authority.

EDUCATION AND EXPERIENCE

• Bachelor’s Degree in Business or Finance
• A minimum of seven (7) years relevant experience with corporate operations
• Federal contract experience is required, to include solid understanding of Contract Schedules, Lines of Accounting (LOAs), PWS, & Deliverables

KNOWLEDGE, SKILLS AND ABILITIES

• Excellent written, presentation, and verbal communication skills.
• Master in the use of MS Word, MS Excel, PowerPoint, Graphs, and Adobe (forms), etc.
• Highly skilled in multitasking, working independently, following instructions, and identifying process improvements.

• Strong problem-solving and analytical skills.
• Ability to quickly learn applications, routinely used, in the support of program management

• Solid understanding of govt contract structure to include identification of PWS requirements, validating & forecasting LOAs, incremental funding, Option Years, etc.
• Experience using Deltek Time & Expense, CostPoint, and SalesForce, preferred
• Experience using HR Systems such as MyInfo and MyServices, desired
• Must be able to obtain and maintain a Public Trust Clearance.
• Must be able to pass a drug screen and background check.

WORK ENVIRONMENT

Work is primarily performed in a climate-controlled office setting. Must live in the SATX area.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Lackland AFB, TX 78236: Reliably commute or planning to relocate before starting work (Required)

Work Location: One location

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