Executive Secretary/Executive Administrative Assistant, Senior

We are seeking a Executive Secretary/Executive Administrative Assistant, Senior to support our team in Patuxent River, Maryland. This role is located within the Persistent Maritime Unmanned Aircraft Systems Program Office (PMA-262). 

At AVIAN (pronounced *a-v-yin*) we believe in the extraordinary potential of every individual. As an employee owner at AVIAN, you will find that we have cultivated an employee-first mentality. By prioritizing talent over experience, we ensure that every hire we make is as unique as the position that they will be filling.

Here on our team, we embrace new challenges and focus on continuous learning which fosters growth mindsets in all our employee owners; whether you are joining the workforce for the very first time or if you’re a seasoned professionals who has their eyes set on retirement.

Our commitment to providing our customers and employees with an unmatched experience sets us apart. We believe that every team member has a stake in the success of AVIAN, and we strive to ensure that each member of our team knows that their contributions matter. You can be sure as an employee owner you will celebrate both your individual and our collective triumphs.

Taking care of each other is a cornerstone of the AVIAN philosophy. Being part of the AVIAN team means being part of a team that takes pride in being expansive in our community because our impact doesn’t stop in the workplace. We actively engage in community initiatives, empowering our employees to make a meaningful difference.

We believe that employee investment shouldn’t be a one-way street, so we offer benefits that normalize balancing mental wellness and family time with work responsibilities. From Flexible Time Off to Wellness Reimbursements we want all our team members to achieve the highest levels of life/work balance.

AVIAN - where creative, talented minds flourish, and where proactive, productive, proficient professionals feel valued.

Functional Duties include but are not limited to:

• Maintain PM and DPM’s appointment schedule by planning and scheduling meetings, de-conflicting calendar/meeting discrepancies, printing and posting daily calendars outside the PM and DPM’s office.
• Responsible to kick off Daily Sync with announcements/updates.
• Responsible for answering both the PM and DPM office phone lines from incoming calls and inquiries, and checking PM’s voicemail before relaying messages to the PM.
• Ensure PM and DPM read-ahead briefs and documents are printed for their advance review as needed.
• Coordinate with PEO (U&W) on schedules and availability of staff as needed.
• Download and send out Triton Leadership RAH’s to distro list.
• Schedule conference rooms for Leadership in B4023.
• Send Public Release requests to PAO for approval.
• Responsible for all document routing for 262 internally through the program office as well as PEO (U&W).
• Manage and schedule PM and DPM’s travel via DTS including ticketing, creating itinerary packets with detailed information on flights, hotel, rental cars, maps and other travel related details. Process vouchers post travel for expedited reimbursement.
• Manage other travel related tasks such as Government Travel Credit Card (GTCC) tracking and renewal of Official Passports, schedule Pentagon parking requests and work space(s) at the Washington Liaison Office (WLO) during Pentagon meetings and process local vouchers for expedited reimbursement.
• Submit IATP and APACS requests for foreign travel.
• Responsible for ordering frames, mattes and images for farewell photos.
• Book the Batrack conference room for TS/SCI level meetings.
• Set up classified VTC’s as well as Teams meetings for Leadership.
• Manage Base Access Security Information Control System (BASICS) II form for visitors meeting with leadership, as well as Joint Personnel Adjudication System (JPAS) requests as needed.
• Mail FITREPs
• Assist in managing Teams channel access.
• Submit NAVAIR Help Desk Tickets for Phone issues, voicemail resets, submitting SAAR-N’s for SIPR tokens, and audio/video conference requests (both classified & unclassified
• Responsible for military personnel reporting to urinalysis requests, providing final response to PEO (U&W), and PERSTEMPO (Monthly military travel) trackers.
• Schedule appointments for professional photographs at the Photo Lab.
• Maintain updated Leadership Recall Cards for both content and printing/laminating.
• Schedule weekly calendar review with PM, DPM and Ops/Integrator Lead.
• Order Military soft flight suit and hard name tags for all new military personnel.
• Responsible for all PMA-262 incoming and outgoing mail for BLDG 4023

• Education/Experience:MA/MS degree or over 10 years of EA related experience.  5 of those years must be in support of a NAVAIR Leadership position.ALLOWABLE SUBSTITUTIONS: Bachelor’s Degree plus four (4) years additional work experience performing duties described in the functional description, OR Associate’s Degree plus six (6) years additional work experience performing duties described in the functional description, OR ten (10) years additional work experience performing duties described in the functional description
• Must be able to obtain and maintain a Department of Defense security clearance.
• Due to the sensitivity of customer-related requirements, U.S. Citizenship is required.

AVIAN is a service-based organization. As an equal opportunity employer, our policy of business is to seek the most qualified candidate for each talent opportunity without regard to race, creed, color, sex, age, religious belief, marital status, national origin, ancestry, sexual preference, physical or mental handicap, lawful political affiliation or veteran’s status.