Executive Assistant (SME)
Kinsley Power Systems - Fairfax, VA
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Gemini Industries Inc. provides technical, management and operations services to support National Security projects. We provide rapid response to the critical needs of our customers and those they serve. We perform analyses and develop operations plans to anticipate and prepare for the future. And we deliver advanced technology to improve our customer's success in executing its mission.Gemini seeks innovative, results-oriented individuals with the creativity, initiative, and intelligence to overcome any challenge and succeed. Members of the Gemini team thrive in a culture that is anticipatory, agile, and schedule-driven; with a sense of urgency and a drive to succeed. Our culture involves:The best and brightest personnelWork at a high operations tempoIntegrated teams delivering rapid solutionsAn attitude that balances "I can make it better" with "As long as we succeed"Location: Fairfax, VA (Full-Time on-site w/periodic telework)Clearance: TS/SCIEducation: BA/BSOutcomes:The successful candidate is expected to accomplish the following outcomes during the first year in the position:Formally track all tasks, to include: assigned by, suspense, status, and comments on all assigned tasks through completion and be prepared to brief upon request.Develop digital continuity folders and files that include standard operating procedures, workflows and POC lists to accomplish all tasks.Create 2-3 products beyond the client's requirements that positively impact the client to either increase efficiency, effectiveness, or innovation.Master position tasks within 60 days and exceed requirements within 90 days.Responsibilities:Serve as the Executive Assistant to the Director of Concepts Development Management/Strategy and Engagement (CDM/S&E) while leveraging your technological expertise to enhance efficiency and productivity across CDM/S&E's area of responsibility. Your role will involve Senior Executive-level office management, coordinating meetings, handling communications, and utilizing various digital tools and platforms to streamline operations. As a Tech-Savvy Executive Assistant, you play a critical role in leveraging technology to enhance the efficiency and effectiveness of the S&E Director's work, ensuring that they can focus on strategic tasks while administrative processes are streamlined through digital solutions.Specific responsibilities include but are not limited to:Calendar Management:Efficiently manage and organize the executive's calendar including scheduling appointments, meetings, and events maximizing efficiency and organization expectations for Senior Leaders.Use digital calendar tools to set reminders and ensure timely attendance.Communication:Act as the primary point of contact for internal and external communications, using digital platforms, email, and messaging apps.Draft, edit, and proofread a variety of documents including, but not limited to reports, emails, letters, correspondence, memorandums, presentations and documents with a high degree of accuracy and professionalism.Attend meetings and record meeting minutes and action items as requested by the government leads to obtain clear, concise, and accurate minutes.Leverage technology to streamline administrative tasks, such as using project management software (e.g., Excel, Microsoft Teams, Word, OneDrive, OneNote, Outlook, PowerPoint, & Project).Stay updated on emerging tech trends and recommend relevant tools for productivity enhancement.Meeting Coordination:Arrange and coordinate meetings, including virtual conferences, video calls, and in-person gatherings.Prepare meeting agendas, distribute materials digitally, and document meeting minutes when necessary.Travel Management:Manages Directors travel schedule and prepare/reconcile vouchers to ensure on-time payment.Plan and coordinate travel arrangements for executive within 24 hours of request in the Defense Travel System (DTS).Document Management:Maintains files, records, databases according to departmental policies and procedures.Organize and maintain digital files and records, ensuring easy access and retrieval when needed.Research and Information Gathering:Conduct online research to gather data, reports, and information relevant to the executive's needs.Summarize findings in clear and concise digital formats.Confidentiality:Handle sensitive information and maintain a high level of confidentiality in all interactions and digital communications.Performs other duties as assigned.Qualifications:The candidate must have the following qualifications:Proven experience as an executive assistant or in a similar role.Advanced proficiency in digital tools and software (Microsoft Office, Google Workspace, project management tools, etc.), Defense Travel System and other technologies to manage workflow.Strong organizational and multitasking skills.Discretion and ability to handle sensitive information with professionalism.Exceptional communication, both written and verbal with meticulous attention to detail.Excellent interpersonal and customer service skill.Excellent time management skills with a proven ability to meet deadlines.Proficient in coordinating video and audio conference calls and maintaining webpages and databases.Experience with working with TMT and the DTS is desired, but if contractor personnel do not have this experience, they must complete DTS, TMT and Action Officer (AO) training within 60 calendar days (or next available class) of start date.The following qualifications are desired:Domain knowledge of the Department of Defense (DoD) and/or CDM.Experience in Human Resources and/or Public Affairs.Travel: The travel frequency for this position may vary but can range from light to moderate depending on the specific requirements of the Director.Other Requirements:We seek:Highly-motivated self-startersResourceful individuals with extraordinary intellectual capability and the ability to rapidly learn and apply new conceptsIndividuals who have a "let me try" attitude and are resilient, present an opinion/position, justify it, and then accept whatever decision is made and charge forwardIndividuals who view criticism as an opportunity to improve ("let me try again")Individuals who think and create, enhancing the company with a steady flow of fresh ideas, perspective, and energy.Direct Inquiries and Resumes to:Yashira SantiagoExperience, qualification, and soft skills, have you got everything required to succeed in this opportunity Find out below.Corporate RecruiterGemini Industries Inc.1408 N. Westshore Blvd., Ste .909Tampa, FL 33607Telephone: (813) 286-4785Jobs@Gemini Industries Inc. is proud to be an Equal Opportunity / Affirmative Action Employer. We are committed to abiding by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin.#J-18808-Ljbffr
Created: 2024-10-23