Job Abstract

Job ID

2024-10601

Posted Date

Administrative Support

Job Location

US-VA-Arlington

We are a world-class team of professionals who deliver next generation technology and products in robotic and autonomous platforms, ground, soldier, and maritime systems in 50+ locations world-wide. Much of our work contributes to innovative research in the fields of sensor science, signal processing, data fusion, artificial intelligence (AI), machine learning (ML), and augmented reality (AR).

QinetiQ US’s dedicated experts in defense, aerospace, security, and related fields all work together to explore new ways of protecting the American Warfighter, Security Forces, and Allies. Being a part of QinetiQ US means being central to the safety and security of the world around us. Partnering with our customers, we help save lives; reduce risks to society; and maintain the global infrastructure on which we all depend.

Why Join QinetiQ US?

If you have the courage to take on a wide variety of complex challenges, then you will experience a unique working environment where innovative teams blend different perspectives, disciplines, and technologies to discover new ways of solving complex problems. In our diverse and inclusive environment, you can be authentic, feel valued, be respected, and realize your full potential. QinetiQ US will support you with workplace flexibility, a commitment to the health and well-being of you and your family and provide opportunities to work with a purpose. We are committed to supporting your success in both your professional and personal lives.

QinetiQ US is looking for an Office Management Lead (OML). This position supports senior DoD leadership within the Office of the Secretary of Defense at the Assistant Secretary of Defense (ASD) level and is the primary Correspondence Management Officer (CMO) for the respective ASD office. The candidate will directly support high-ranking Federal Government Senior Executives and interact with DoD Flag / General Officers and their support staffs. This position will routinely exercise independent judgement and discretion to include being empowered to commit the principal's time based on interpreting general guidelines and established rules of protocol. Additionally, the position will serve as a Team Lead and supervise other contractor Executive Assistants (EA) & Office Managers (OM) at the ASD and Deputy Assistant Secretary of Defense (DASD) office levels. Teams will typically range in size from 6-10 contractor staff members.

• Formulate and refine multiple standard operating procedures, processes, and work products/templates based on their subject matter expertise and independent assessments. These decisions are the basis of the daily business operations of the ASD and DASD level offices, but also represent the overall strategic engagement plans of their clients. Tasks will require impeccable judgement, discretion, a thorough knowledge of the business operations and plan, and empowerment by their clients.
• Provide input to and communicate with various military assistants, Chiefs of Staff, OSD Protocol, Pentagon Force Protection Agency, and subordinate organization personnel to guide and direct daily operations and provide inputs into strategic plans.
• Work closely with the civilian Director of Administration & Deputy Director of Administration (DA & Dep DA) to make sure all requirements are being met by each team member in accordance with the PWS.
• Serve as part of the contract management team, supporting the Program Manager (PM) and Deputy Program Manager (DPM) with administering and fulfilling the requirements of the contract.
• Coach, mentor and provide guidance to team members within the respective ASDship. Responsible for helping team members with career growth, setting annual performance goals, performing annual performance development reviews (PDR) and approving weekly timesheets. Conduct interviews of new EAs and OMs as vacancies arise as part of the management team.
• Serve as primary point of contact and liaison with senior DoD leadership for interpreting proposed policies and operating practices, DoD Directives, Instructions, Publications & Manuals, and providing expert recommendations to the ASD(P), military assistants, and other Senior Executive Service and Flag/General Officers and their staffs.
• Create tools such as Excel spreadsheets and other databases to compile, track, summarize, and report the status of various correspondence documents and projects.
• Ensure conformance with established guidelines; provide timely feedback and status upon request.
• Supervise and track direct reports compliance with required corporate and client based annual trainings, as well as all security-based trainings as assigned to contract team members.
• Perform special projects on own initiative or as assigned.
• Provide liaison with the Secretary of Defense/Deputy Secretary of Defense, OSD Protocol, Pentagon Force Protection Agency, subordinate offices, other DoD agencies, and industry and academic institutions to ensure ongoing, effective business operations.
• Ensure conformance to established deadlines.
• Serve as subject matter expert in interpreting Joint Travel Regulations (JTR) and facilitating compliance with Foreign Clearance Guide to plan and coordinate travel in conjunction with the ASD(P) activities; review travel authorizations and vouchers; arrange necessary passports and visas for official travel.
• Manage and maintain the complex calendars and schedules of ASD(P) senior personnel and resolve conflicting priorities and orchestrate changes to the calendar, as required, that may include coordination, verification, and scheduling of meetings with senior government personnel, congressional members and staff, industry, and academia personnel.
• Plan, coordinate, and confirm logistical support (transportation, badges, security clearance paperwork, audio visual support, and etc. for meetings held in conjunction with the ASD(P) activities; escort, greet, and provide information supporting visits to the ASD(P).
• Provide a daily read-ahead book with information for the next day and next week activities for the ASD(P) prior to the end of the duty day; maintain electronic copies, and paper as directed by the Government, of files of all office documents including letters, memos, reports, and briefings.
• Coordinate office administrative functions including office security administration, office space management, processing security clearance and visit requests for OUSD(P) personnel and visitors, scheduling office events and ordering supplies. Should have experience in administrative support and working knowledge of DoD security procedures.

• Correspondence experience in a DoD environment
• Experience with task or correspondence management systems (e.g. TMT or CATMS)
• A minimum of five (5) years of recent and relevant experience
• Prior supervisory and/or team member management experience.
• Ability to train junior staff members and guide them to perform to the expectations of the PWS and contract requirements.
• Extensive experience with creating, reviewing and approving CONUS and OCONUS Defense Travel System (DTS) orders.
• Active TS/SCI Required clearance; #qinetiqclearedjob

• Bachelor’s degree from an accredited college or university is preferred. At the discretion of the Government, specialized experience including military or industry executive assistant experience may be substituted in lieu of specific educational requirements.
• Experience and skills in providing Senior Executive Level Administrative Assistant support to high-ranking Federal Government Senior Executive or DoD Flag / General Officers is highly preferred.

Accessibility/Accommodation:

If because of a medical condition or disability you need a reasonable accommodation for any part of the employment process, please send an e-mail to staffing@us.QinetiQ.com or call (540) 658-2720 Opt. 4 and let us know the nature of your request and contact information.

QinetiQ US is an Equal Opportunity/Affirmative Action employer. All Qualified Applicants will receive equal consideration for employment without regard to race, age, color, religion, creed, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.