AECOM Terminal Defense Systems (TDS) Office Managing Assistant in Arlington, Virginia

United States of America - Virginia, Arlington

Job Summary

Provide AECOM support to the Terminal Defense System (TDS) PEO IWS 11 Leadership. The TDS Office Manager duties include day to day coordination between the TDS leadership and the division directors while assisting with programmatic support of the senior managers, generation of correspondence and briefings, coordination of calendars and support of meetings.

Essential Responsibilities will include but not limited to:

  1. Work with TDS PEO IWS 11 to coordinate schedules for senior leaders making sure conflicts are resolved.

  2. Coordinate program briefs, reports, correspondence and other program specific documentation for government review and processing.

  3. Process Travel Orders in Defense Travel System (DTS) for PEO IWS 11 and review DTS Travel Orders and vouchers

  4. Track and provide status of the PEO IWS 11 Action Items.

  5. Coordinate bi-weekly PEO IWS 11 and Cooperative RAM Staff Meetings.

  6. Coordinate the U.S. international program offices (IWS 4.0 and NAVIPO) to determine country eligibility to procure, and the executability of a potential FMS case.

  7. Work directly with NAVSEA Security Office on dissemination of all classified technical data and generated all official transmittal correspondence for delivery of system publications to customers.

  8. Performs advanced secretarial, clerical, and administrative duties for Executive-level management.

  9. Assignments generally involve work of a confidential nature and require knowledge of the practices and procedures of the function, company products, policies, and programs.

  10. Facilitates decision-making.

  11. Assembles and analyzes information, prepares reports, manuals, agendas, correspondence and memoranda. Answers mail and inquiries on own initiative, follows up with other departments to ensure that requests are carried out.

  12. Coordinates activities across departments.

  13. Arranges and makes notifications of appointments and travel reservations/arrangements.

  14. Answers telephone calls, tactfully handles inquiries and/or transfers calls to appropriate party.

  15. Checks and processes expense reports.

  16. Prepares materials in final form from very rough and involved drafts which may utilize frequent use of technical terminology and which combine materials from several sources.

  17. Plans layout of complex reports and statistical tables.

  18. Interfaces with other Executive Assistants/Office Managers to share or coordinate workload.

  19. Under general supervision and acting on own initiative, performs diverse and advanced secretarial, clerical, and administrative duties for Executive-level management

  20. Performs all other position related duties as assigned or requested.

  21. Perform all other position related duties as assigned or requested.

Minimum Requirements

  • Education: High school diploma or equivalent and advanced secretarial training. Experience: 5+ years of prior related experience with 3 years of experience with the company preferred.

  • Good oral and written communication skills;

  • working knowledge of word-processing and integrated software applications;

  • organizational skills and ability to perform detail-oriented work are required;

  • Requires working knowledge of commonly used PC applications such as word processing, spreadsheets, and databases;

  • Position may require travel;

  • An active Security Clearance is required.

Preferred Qualifications

  • Bachelor's degree

  • Previous experience within DoD programs

What We Offer

AECOM is a place where you can put your innovative thinking and business skills into high gear and work alongside other highly intelligent and motivated people. It's a place where you can apply your skills to some of the world's most challenging, interesting, and meaningful projects worldwide. It's a place that values the diversity of our areas of practice and our people. It's what makes AECOM a great place to work and grow. AECOM is an Equal Opportunity Employer.

At AECOM, employee's safety and security are our top Safeguarding core value. All employees are expected to set the highest level of safety expectation in their work, display the highest level of safe behavior, and actively participate in AECOM's Safety For Life Program. SH&E is a part of our company culture and participation is required for all employees.

NOTICE TO THIRD PARTY AGENCIES: Please note that AECOM does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, AECOM will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, AECOM explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of AECOM.

Job Category Administrative Support / Secretarial

Business Line Government

Business Group Management Services Group (MS)

Country United States of America

Position Status Full-Time

Requisition/Vacancy No. 194839BR

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.