Job Title: Office Management/Staff Officer
Location: Springfield, Virginia
Security Clearance Required: TS/SCI

Overall Assignment Description: The Office Manager/Staff Officer shall provide direct administrative, program management, and analytical/research assistance to TIB leadership (1 Senior & 2 PB5s) and its staff. Maintain master schedule, track action items, create various communications, upkeep of office files/records management while properly applying available tools such as SharePoint and MS Office products. Apply quality control and assurance practices to ensure presentations are clear, accurate, logical, and fact-based. Schedule and record meeting discussions, identify action items, and follow-up until completion of open issues. Review, maintain, and keep current items such as organization chart(s), recall rosters, and records management. Support space managers and assist in conducting TIB space audits. Assist in the development of resource management capabilities by identifying requirements for tools such as dashboards, metrics, and reporting mechanisms. Proficient in the use of workflow tools such as SharePoint, JIRA, and PRISM. Identify potential areas for streamline; applying proper process improvement practices to enhance efficiency and effectiveness. Aid in decision-making through research, data collection, and analysis; experience in managing multiple projects and working with various size groups.

Duties shall include:

- Provide executive-level staff and administrative support to the Corporate Application and Business Enterprise Services Office (BES).
- Provide responses to ad hoc client requests in a high profile and fast paced environment.
- Extract and synthesize information in the preparation of briefings, read-aheads, and other materials for the Corporate Application and Business Enterprise Services Office (BES) Director/Deputy Director.
- Perform a variety of staff activities in support of NGA policies and procedures to include records management, editorial reviews, critical analysis, and offer policy implementation recommendation(s).
- Assist with Directorate staff meetings and provide administrative communications support to the form to include room scheduling, audio and/or VTC connectivity, and we-based collaboration.
- Perform tracking and management of internal and external taskers, to include the review of new taskers; determine and assign appropriate action officer(s).
- Collect, compile, and edit inputs submitted for inclusion consideration in the BES’ Weekly Activity Report.
- Assist in the quality preparation of routine and special topic briefings, presentations, and reports to internal and external audiences in Directorate meetings, conferences, and similar activities.
- Prepare preliminary talking points, review and edit draft executive briefing materials to include PowerPoint slides and notes being presented to other directorates, IC partners, service schools, associations, and public industry.
- Develop an action plan to follow up tasks identified during off-site and on-site meetings to include task descriptions, resource assignment, and due date(s).
- Stay current with customer needs and strategies; utilizing formal and informal written communication methods (for example, emails, PowerPoint presentations, executive updates, task lists, updates) to communicate updates and findings; and facilitating project meetings and presentations to all types of diverse audiences (for example, senior management, Customers, technical staff).
- Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows. Assess business process and system inefficiencies. Identify ways to increase adoption and customer satisfaction. Identify, create and facilitate process design changes by conducting business and systems process analysis and design at a complex level; focusing on quality improvement and data management; ensuring data is reliable and valid; developing process improvements or re-engineering and recommending elimination; integrating new systems and processes with existing ones; and partnering with internal and external customers to ensure systems provided meet the long-term business strategies.
- Provide and support the implementation of business solutions by building relationships and partnerships with key stakeholders; identifying business needs; determining and carrying out necessary processes and practices; monitoring progress and results; recognizing and capitalizing on improvement opportunities; and adapting to competing demands, organizational changes and new responsibilities.
- Take notes and electronically record actions for the Director, Deputy Director, and/or key personnel during BES staff meetings.
- Create and maintain issue logs, meeting minutes, meeting schedules, project summaries and updates. Coordinate, write, edit, and distribute electronic communications to office members and stakeholders.
- Coordinating appointments and meetings and managing the Director, Deputy Director calendars and schedules. Plan, coordinate and ensure the office leadership's schedule is followed and respected. Create and maintain project schedules by developing project plans and specifications, estimating time and resources, monitoring milestone completion, tracking all phases of the project lifecycle, providing timely reporting of issues that impact project progress, coordinating actions and resolving conflicts.

Required Skills and Experience:

Demonstrated experience interacting with senior-level directors and/or agency heads.
Demonstrated experience planning and leading sub-tasks/projects.
Demonstrated experience in effective data gathering and analytic skills.
Demonstrated experience utilizing critical thinking data gathering and analytic skills.
Demonstrated experience managing small engagements or work products with multiple team members.
Demonstrated experience managing multiple projects at the same time.
Demonstrated experience implementing oral and written communication skills with drafting documents and briefings.
Demonstrated experience creating detailed reports, preparing and presenting briefings.

Desired Skills and Experience:

Demonstrated experience using Microsoft Project and experience with writing and reviewing project plans.
Demonstrated experience using SharePoint.
Demonstrated knowledge and experience of the Intelligence Community and the Department of Defense.

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