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Executive Assistant 
Falls Church, VA

The Defense Health Agency (DHA) is a Combat Support Agency responsible for supporting joint operating forces across the range of military operations and in support of combatant commanders executing military operations. The DHA supports the delivery of integrated, affordable, and high quality health services throughout the Military Health System. It executes the Department’s medical mission, manages the execution of policy and serves as the program manager for TRICARE health and medical resources.

This position is located in the Falls Church, VA location for the Defense Health Agency (DHA) within the J3 Directorate.  The position involves directing, or planning and coordinating a variety of service functions that are principally work-supporting; i.e., those functions without which the operations of an organization or services to the public would be impaired, curtailed, or stopped. Such service functions include (but are not limited to) communications, procurement of administrative supplies and equipment, printing, reproduction, space management, records management, mail service, facilities and equipment maintenance, and travel arrangements for one individual or multiple, and in some cases the subordinate staff of those individuals, by performing general office work auxiliary to the work of the organization. The incumbent must be the principal office clerical or administrative support position in the office, operating independently of any other such position in the office. The duties require knowledge of clerical and administrative procedures and requirements, various office skills, and the ability to apply such skills in a way that increases the effectiveness of others.

Responsibilities:

  • Manage the executive's schedule/calendar.
  • Coordinate travel (local and long distance) arrangements using the Defense Travel System (DTS).
  • Complete travel vouchers/expense reports on behalf of the executive.
  • Lead or support special projects covering a broad range of mission activities, as directed. These projects typically address high-priority issues that are sensitive in nature and have short deadlines.
  • Schedule meetings and serve as a single point of contact with other Department of Defense, Federal Government agencies/departments, Congressional committees and offices, managed care contractors, and other entities agencies to coordinate meetings and briefings between staff.
  • Provide logistical and administrative support to meetings including facilitation of the creation and distribution of agendas, read-ahead packets, and other materials.  Ensure conference room reservation and setup, coordinate/support audio-visual equipment for the meeting, take/format/distribute meeting minutes, track status of any open issues/actions stemming from the meeting.
  • Provide logistical support to attend local meetings, including the coordination of local transportation as needed.
  • Serve as the primary coordinator for visitors and meetings.
  • Track and coordinate high-visibility correspondence through the DHA/HA Correspondence Control System.
  • Provide front office coverage. Front office staff must be fluent in the English language and capable of responding to guests and inquiries in person, on the phone, and via email within the timeframe and manner as required by the call order.
  • Perform all duties in accordance with applicable regulations, policies, and administrative instructions.
  • Answer incoming telephone calls to the office, route the calls as appropriate or take messages on behalf of personnel.
  • Prepare and edit documents, correspondence, and/or presentation materials for personnel.
  • Maintain files (hardcopy and electronic) and correspondence to include processing and/or maintaining government files, correspondence, mail, and action item files to ensure those materials are current and accurate.
  • Manage office supplies necessary for regular office operations including tracking levels of supplies, batching orders to minimize the workload on the ordering staff, arranging for orders to meet special needs, and coordinating with staff to identify peak requirements.
  • Generate copies and distribute documents as required.
  • Provide courier support.
  • Manage, coordinate, facilitate, oversee, track and assist in guiding the progress of multiple special projects and activities with varying timelines and due dates.
  • Execute all necessary physical security protocols for the office.

Qualifications:

  • Bachelor’s Degree preferred.
  • Clerical office experience preferred.
  • Active security clearance, Position of Trust, or Common Access Card (CAC) required.
  • MS Office Tools required (Proficient in Word, Outlook, Excel, and PowerPoint)
  • Knowledge of administrative regulations and operating procedures.
  • Knowledge of the mission, functions, and structure of the organization, and able to obtain data and information regarding work operations and to prepare a report of findings.
  • A working knowledge of the United States Military and the Department of Defense to include but not limited to ranks and titles of uniformed service members.  
  • Knowledge of the Defense Travel System (DTS) is preferred.
  • Knowledge of the Correspondence and Task Management System (CATMS) is preferred.
  • The ability to efficiently read, write, and clearly speak English.

Applicants selected will be subject to a U.S. Government security investigation and must meet eligibility requirements for access to classified information.

Apply online at www.cherokee-cna.com

Cherokee Nation Assurance (CNA) is a technology solutions provider specializing in delivering information technology, management consulting program support and professional support services. CNA’s full scope of computer and technology-related services include enterprise architecture, application development, database administration, systems administration, networking, security compliance, configuration management, infrastructure services, video surveillance, access control and professional IT services. Wholly owned by the Cherokee Nation, CNA is part of the Cherokee Nation Businesses family of companies.

We are an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran status, gender identity and sexual orientation. If you’d like more information about your EEO rights as an applicant under the law, please visit the following two sites:

http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf

http://www.dol.gov/ofccp/regs/compliance/posters/pdf/OFCCP_EEO_Supplement_Final_JRF_QA_508c.pdf

If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may e-mail CNB.Compliance@cn-bus.com for assistance. This email address is for accommodation requests only and cannot be used to inquire about the application process or status.

For Pay Transparency Non Discrimination provision, click here: https://www.dol.gov/ofccp/pdf/pay-transp_formattedESQA508c.pdf