Executive Assistant (15.18)

Executive Assistant (15.18)

OCT Consulting, LLC is an SBA-certified, 8(a) small business management and technology consulting firm that provides support to Federal Government clients. We provide consulting services in the areas of Strategy, Process Improvement, Change Management, Program and Project Management, Acquisition/Procurement, and Information Technology.

Responsibilities and Duties

OCT currently has an opening for an Executive Assistant to work with our federal client, the U.S. Customs and Border Protection (CBP) Office of Acquisition (OA). This position reports to the Mission Support Directorate Lead and Customer Service Support Project Manager. This position is contingent upon contract award. 

Day to day responsibilities will include: 

• Providing operational support to the Assistant Commissioner, Deputy Assistant Commissioner, Executive Directors (XDs) of Acquisition Support Directorate (ASD), Acquisition Governance Oversight (AGO), and Procurement Directorate (PD).
• Providing administrative support to the Executive Directors and will work closely with the Chief of Staff and Mission Support team to ensure daily operation requirements and long- term strategic office priorities are met.
• Maintaining the XD’s calendar and ensures appropriate preparation for daily activities to include planning, scheduling, and preparation for meetings, conferences, and teleconferences.
• Coordinating domestic and foreign travel arrangements in accordance with federal travel laws and regulations, to include aircraft and ground transportation, detailed itinerary development, passport and visa information and support for last-minute training.
• Welcoming guests and customers by greeting them, in person or on the telephone; answering or directing inquiries to the appropriate person/office.
• Ensuring preparation for XD’s daily activities including the coordination of information requests, appointment requests, agendas, support materials, background information and other applicable information.
• Drafting or editing correspondences as appropriate, using discretion and tactful judgment.
• Reviewing incoming correspondences and forward appropriately, or handle on behalf of the XD.
• Participating and assessing needs and developing recommendations and / or action plans for the XD’s resolution.
• Managing incoming and outgoing correspondence, suspense’s and reports.
• Receiving incoming official mail and ensuring proper handling of administrative material and determining requirements for personal reply.
• Providing advice and guidance to executive senior leader(s) and staff on the proper preparation and processing of correspondence and other written material.
• Assisting in the location and collection of information and reference materials on issues and activities of current interest to the executive senior leader(s.)
• Utilizing MS Office products, to include Project and all other applications provided upon contract award.
• Performing administrative duties as required such as answering phones, greeting and escorting visitors, distributing mail, writing memos, filing, typing and copying documents.
• Developing spreadsheets, maintain program, project, and task files, and provide technical support information for program managers, project managers, and supervisors.
• Organizing and maintaining calendars for one or more managers, schedule meetings, take meeting notes and minutes and distribute to attendees after approval.
• Preparing correspondence, briefs, and reports and assisting with planning, initiation, and tracking of task assignments and associated data.
• Assisting with preparing and monitoring contract budgets.
• Working closely with the Human Capital Analyst to support OA data analysis activities.

Requirements

Requirements:

• Must be a US Citizen.
• Ability to obtain and retain a Public Trust clearance; the investigation will involve a credit, fingerprint, and law enforcement agency check. 
• Associates or Bachelors Degree in Communications, Political Science, Public Administration or other related field.
• At least 3 years of demonstrated experience managing projects and working in administration on a full-time basis.
• At least 3 years of experience in supporting government with a wide range of administrative services
• Be familiar with MS Office products.
• Ability to plan / organize work, and excellent oral and written communication skills.
• Ability to interface with senior levels of management.
• Ability to recommend improvements to current and future team operations and processes.
• Ability to research, gather, and synthesize data.
• Ability to present conclusions and recommendations to management.
• Ability to assist in maintaining the Microsoft SharePoint site.
• Must be able to perform in a hybrid office environment at the discretion of the client (working on-site as requested while maintaining the equipment necessary/provided for remote work).

• Must be a US Citizen.
• Ability to obtain and retain a Public Trust clearance; the investigation will involve a credit, fingerprint, and law enforcement agency check. 
• Associates or Bachelors Degree in Communications, Political Science, Public Administration or other related field.
• At least 3 years of demonstrated experience managing projects and working in administration on a full-time basis.
• At least 3 years of experience in supporting government with a wide range of administrative services
• Be familiar with MS Office products.
• Ability to plan / organize work, and excellent oral and written communication skills.
• Ability to interface with senior levels of management.
• Ability to recommend improvements to current and future team operations and processes.
• Ability to research, gather, and synthesize data.
• Ability to present conclusions and recommendations to management.
• Ability to assist in maintaining the Microsoft SharePoint site.
• Must be able to perform in a hybrid office environment at the discretion of the client (working on-site as requested while maintaining the equipment necessary/provided for remote work).

Benefits

Benefits

OCT offers competitive compensation packages and a full suite of benefits which includes:

• Medical, Dental, and Vision insurance
• Retirement savings 401K plan provided by an industry leading provider with 3% employer contributions of the employee’s gross salary
• Paid Time Off and Standard Government Holidays
• Life Insurance, Short- and Long-Term disability benefits
• Training Benefits

Salary Range: $60,000-75,000 commensurate with experience, education, etc.

About OCT Consulting

OCT Consulting LLC is a certified SBA 8(a), minority owned, small, disadvantaged business providing professional services and Information Technology solutions to the federal government and commercial clients. Founded in 2013, OCT brings the advantage of agility in operations along with a management team with a track record of leading successful engagements at major federal government agencies.

OCT is committed to a diverse and inclusive workplace. OCT is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.