Executive Assistant

4 weeks ago

Ruislip, United Kingdom DSI Corporation Full time

**Job Overview**:
Executive Assistant needed to provide services to the Office of Naval Research Global (ONR Global) personnel. These services shall perform administrative actions to enable consistent scheduling and meeting support, correspondence, and general office administration.

**Responsibilites Include but are not limited to**:

- Provide executive administrative support for ONRG leadership in London and Arlington, with a focus on scheduling assistance. Maintain current schedules and itineraries for ONR Global leadership, including individual and group calendars. Organize and attend ONR Global leadership calendar sync meetings. Coordinate and schedule virtual and in-person meetings for ONR Global leadership. Be well-versed in the functions of virtual meeting software such as Microsoft Teams or Zoom.
- Coordinate and schedule conference rooms, video teleconferences, and telephone conferences for business operations and scientific staff in London.
- Schedule and coordinate official visits and other events. Improve, maintain, and provide London and West Ruislip area visitor information. Track VIP visitors' itineraries. Arrange visitors' access to the base and offices. Meet and escort visitors when necessary.
- Prepare official correspondence per U.S. Navy templates and guidance. Create and maintain electronic filing systems in the command's SharePoint-based knowledge management system known as iConnect.
- Perform general clerical duties, including but not limited to photocopying, shredding, faxing, scanning, shipping, and filing.
- Provide facilities support.
- Coordinate, monitor, and report on building maintenance and repair of Office equipment.
- Monitor and coordinate with external cleaning service providers.
- Monitor and advise on supply stock levels for the London office. Maintain inventory and ordering status of office supplies on hand for the issue to employees.
- Maintain room layouts and maps in Microsoft Visio or PowerPoint. Maintain positive control of an inventory of office keys for London Office(s).
- Assist Commanding Officer and N1/Human Resources team in drafting and signing Military fitness reports (FITREPs). Ensure official FITREP copies are submitted to BUPERS, the U.S. Military human resources system, or the equivalent/follow-on system, in a timely and compliant manner.
- May require some international travel; may require annual travel to the United States.

**Qualifications**:

- Experience & proficiency with commercial software, including Microsoft Office 365 (Word, PowerPoint, Outlook, SharePoint, Teams & Excel).
- Effective verbal and written communication skills with customers that include senior military, foreign governments, and international partners.
- 2+ years of experience in relevant field; Experience working with U.S. government or Department of Defense organizations preferred but not required.
- **U.S. citizens with an active background check or U.K. citizens that will go through background checks are preferred but not required.**:

- Locally-based contractor personnel and contractor personnel with current or past experience supporting the current requirement are preferred in order to provide greater continuity and flexibility.

Pay: £23,704.00-£24,636.00 per year

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Ruislip, Greater London: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Administrative: 2 years (preferred)
- U.S. Government: 2 years (preferred)

Work Location: In person

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