Executive Administrative Support Specialist

PotomacWave Consulting
July 30, 2019
Crystal City, Virginia
Job Type



PotomacWave is seeking an Executive Administrative Support Specialist to support our Federal Government Client, including the Chief of Staff, Director, and Deputy Director in Crystal City, VA!  The incumbent of this position is responsible for using the Executive Secretariat Task Tracker (ESTT), a SharePoint application developed to support official task management business processes. ESTT provides solutions for numerous coordination challenges. ESTT enables all personnel involved with task completion to perform their duties efficiently. ESTT also provides a central resource to archive and track all active and historical tasks and associated documents. 


Manage the receipt, review and control, assignment of action, and substantive review before signature of official correspondence of  management and staff ;

Analyze the ESTT system and reporting function needs, the flow of correspondence, deadline problems, routing deficiencies, and associated communications problems to the appropriate Subject Matter Experts (SMEs) as required;

Review prepared material for technical and/or administrative accuracy before recommending the appropriate senior official approve or sign a response to high-level officials of the Department, other agencies, or the private sector;

Coordinate Federal responses to requests concerning a variety of the departments issues generated by the White House, Members of Congress, officials of other Federal Agencies, special interest groups, members of academia, the business community, and the private sector;

Maintain active liaison with high-level staff within the department and with private industry in carrying out the work of the Executive Secretariat, to prevent problems and to resolve any concerns as they may arise
Conduct periodic correspondence training seminars and provide one-on-one training for staff throughout the division;

Provide quality control services - editing documents for grammar, format, and content and ensuring that the Division completely and clearly responds to inquiries and tasks; lead special projects;

Participate in Chief of Staff team meetings, brief senior leadership on hot tasks, and develop relationships with the front office team;

Contribute suggestions on how to improve internal processes for handling internal task management;

Maintain daily accountability on all active tasks; produce and publish a Daily Status Report.


Five (5) years of experience working in a professional office environment;

Ability to quickly grasp new content and compile information;

Ability to operate independently and work collaboratively in a team environment;

Ability to develop and maintain working relationships with personnel from all levels of an organization;

Possess professional skills to include: leadership, resource and deadline management, research, writing, oral communication, and schedule administration;

Strong attention to detail and a bias toward action;

Demonstrated ability to multitask in a fast-paced environment. Coordinate multiple activities where input is required from multiple groups and organizations and perform business analysis functions such as tracking and prioritization of multiple tasks across all levels of the organization, assist Executive Assistants and other project team members with Front Office support as required;
Strong familiarity with complete MS Office suite (Word, Excel, Access, PowerPoint);

Business user capability in the use of MS SharePoint.

Knowledge Areas
Familiarity with the Department of Homeland Security and ESTT preferred;

MS Skills including building out ways to present data through tables, graphs, and/or PowerPoint preferred, but not required;

Knowledge of DHS CONCUR Government Travel System preferred, but not required.

Core Skills
Ability to maintain courteous, cooperative working relationships with senior level officials and executives inside and outside the agency;

Excellent written and verbal skill in expressing ideas, policies and technical issues orally and in writing;

Strong teamwork skills with demonstrated flexibility to work with diverse personalities;

Strong attention to detail and a bias toward action;

Ability to work in a dynamic and constantly changing environment, with competing priorities.

Education / Certifications
BS/BA Degree from an Accredited University.

Clearance Requirements
Candidate must be a US citizen;

Existing DHS Suitability a plus.

Equal Opportunity Employer/M/F/Disability/Vet/Sexual Orientation/Gender Identity.

Only registered members can apply for jobs.

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