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Administrative Assistant

Administrative Assistant

CATHEXISArlington, VA, US
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Team CATHEXIS elevates the government contracting experience through rapid response, deep skill, and thoughtful problem-solving and communication. Our core capabilities are our top-tier program and project management, data analytics, and audit services, the backbone of which is our integrated approach to operational excellence.

You worked hard to get to where you are. You strive to make every day better than the day before. So do we. Team CATHEXIS operates with an all-in mindset. We are working together to create a company that supports our shared values and individual goals. Our values are centered around Respect, Engagement, Customer Service, Integrity, Teamwork, and Excellence in everything we do for our employees, clients, partners, and communities. We believe success is best when we listen and lead with empathy; model high standards of ethics to provide a rewarding candidate experience; work hard, have fun, and appreciate the strengths we all bring to the team; and empower our employees to create innovative and trusted results.

We are looking for a dynamic Administrative Assistant to join our team.  The Administrative Assistant will provide administrative and analytical support to the OUSD P&R front office, including the USD, DUSD, Chief of Staff, and Executive Director. This individual will be responsible for a range of administrative tasks, assisting a team of Military Assistants (MAs) and the Director of Operations. This role demands exceptional attention to detail, outstanding organizational skills, and the ability to manage multiple priorities in a dynamic, fast-paced environment. Additionally, it requires proven experience providing support to high-ranking senior executives (equivalent to 3-4 star civilian leaders). This position is essential to the smooth functioning of the front office.

This position will be located onsite at the Pentagon daily.

  • We are building a talent pipeline of qualified candidates in anticipation of future opportunities. As we await the awarding of government contracts, we encourage interested individuals to apply. Once contracts are secured, we will reach out to potential candidates to discuss next steps.

Responsibilities :

  • Meeting Set-up and Support : Setup and open conference rooms for multiple meetings daily, prepare name tents for USD front office meetings (e.g., attorneys, VIP visitors from external agencies), request parking support and building access for visitors to P&R front office, conduct multiple VIP level visitor escorts daily
  • Liaison with JSP VIP support and the OUSD P&R ITM for all IT, phone, software (troubleshooting, new equipment issue, etc.) for Executives in front office
  • Front Desk Management : Professionally answer, screen, and direct phone calls, facilitate phone bridge connections, and ensure prompt and courteous communication on behalf of the office. Accurately document and relay detailed, legible messages as needed
  • Document Handling : Retrieve, collate, print, and organize materials, including RAH (Read Ahead) documents, to ensure the team has the latest information for meetings and events
  • Calendar and Event Management : Assist with coordination and scheduling of meetings, preparation of meetings, capturing meeting minutes, scheduling the P&R conference room
  • Binder Assembly and Organization : Prepare materials by punching holes, collating, and building binders with required documentation for distribution and reference
  • General Office Support : Act as a go-to resource for two senior Military Assistants (O-6 level), two junior Military Assistants (one O-6 and one O-3 / 4), and the Director of Operations (GS-15 level)
  • Task Management : Provide support for incoming task requests, track and prioritize tasks, follow up with stakeholders as needed, and ensure efficient coordination of materials
  • Reporting : Provide administrative support for the preparation and maintenance of various reports as needed

    • Requirements :

  • Active Top Secret Clearance is required
  • Associate's degree is required
  • Minimum of 3 years of experience providing administrate support to SES Military Offices, Government Offices, or Federal Agencies
  • Strong communication skills, both verbal and written
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Skilled in managing phone systems and basic office equipment
  • Ability to assemble, organize, and maintain high-volume documents and physical files with accuracy

    • Benefits

  • Performance Bonuses
  • Medical Insurance
  • Dental Insurance
  • Vision Insurance
  • 401(k) Plan (Traditional and ROTH)
  • Life Insurance (Basic, Voluntary & AD&D)
  • Paid Time Off
  • 11 Federal Holidays
  • Parental Leave
  • Commuter Benefits
  • Short Term & Long Term Disability
  • Training & Development
  • Wellness Program
  • Community Outreach Initiatives

    • CATHEXIS is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. If you are an individual with a disability and would like to request a reasonable accommodation as part of the employment selection process, please contact the Recruiting@cathexiscorp.com.

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    Administrative Assistant • Arlington, VA, US