Executive Secretary II

Washington, DC
Work Type: On-Site
  • Job Category: Office & Administrative Support
  • Travel: Yes, 25 % of the Time
  • Clearance: SECRET
  • Shift: Day Job
  • Req ID: TUV03075

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Job Summary:

Tuvli, an Akima company, is hiring for an Executive Secretary II to support our DoS client located in Washington, DC.

Job Responsibilities:

  • Reads and analyzes incoming memos, submissions, and reports in order to determine their significance and plan their distribution.

  • Opens, sorts and distributes incoming correspondence, including faxes and email.

  • Prepares responses to correspondences containing routine inquiries.

  • Files and retrieves documents, records, and reports.

  • Greets all personnel entering CA/EX and escorts personnel as required.

  • Makes travel arrangements for FO management, utilizing E2.

  • Submits Time and Attendance reporting for EX personnel and maintain all T&A supporting documents for EX personnel.

  • Assists with coordinating meetings, scheduling conference rooms, ordering supplies, and other administrative duties;  Works with CA’s Staff Assistants and Executive Assistants to monitor internal tasks, deadlines, and deliverables.

  • Receives and screens telephone calls and visitors; follows up to ensure necessary action is initiated, and subsequently works to assure that such action is completed as quickly as possible, as applicable and appropriate.

  • Enters all forms of correspondence in final form including cables, memorandums, letters, briefing papers, etc.

  • Maintains the calendar for office management by arranging and scheduling appointments, handling all meeting requests and providing calendar information to management on a daily basis.

  • Prepares meeting briefs to managers indicating appointment purpose and providing any relevant background data.

  • Records minutes from meetings.

  • Performs other appropriate administrative assignments such as document replication, ordering office supplies, inventorying office supplies, and other administrative duties as assigned.

  • Maintains work area in a professional manner at all times (work area must be clean, presentable, and organized, per COR guidance).

  • Ensures automation equipment is operational (paper in the copier/fax machine, changes out printer ink cartridges, calls in work orders).

  • Assists with setting up conference calls, coordinating with IT personal to setup conferences requiring IT support.

  • Assists with prepping conference rooms before and after social events and official events during the work day.

  • Tracks memoranda and substantive policy papers between the CA Executive Office and directorates/offices.

  • Prepares and distributes weekly CA Duty Roster.

Minimum Qualifications:

  • 2 years of related experience.

  • Active Secet Clearance.

  • Knowledge of Microsoft Office software (Excel, Word, PowerPoint, Access, etc.).

  • Excellent organizational, communication and writing skills.

  • Excellent customer service skills, including customer needs assessments, meeting quality standards for services, and evaluation of customer satisfaction.

  • Ability to interact effectively with others in particular, colleagues and personnel at various Department levels.

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