- Advocacy & Policy
- Research Center
Division: National Security and Acquisition Policy Division
Department: Acquisition Policy
Purpose: This position provides administrative and analytical support to the Vice President, Assistant Vice President, and Director, as well as provides general assistance to the Division. Incumbent will be supervised by the AVP, Acquisition Policy.
Nature and Scope of Work: Greets visitors to the office, ascertains their business and announces them to supervisor. Schedules and confirms appointments. Answers and screens incoming calls and responds to inquiries on routine matters, routing others to the appropriate staff member or department. Takes messages in the absence of other office members.
Maintains calendars and schedules meetings for the VP and AVP. Plans VP and AVP travel and makes appropriate travel arrangements for them. Resolves difficulties that may arise. Prepares individual expense reports and invoices; follows through to ensure payment has been made.
Receives and scans all incoming correspondence. Notes items of current interest and retrieve/attach background material before forwarding to appropriate staff member. Responds directly to requests for releases, distributive materials and general program information. Drafts replies on routine matters for VP, AVP or Director signature.
Creates, edits, prints, telecommunicates, and files a variety of documentation. Composes or transcribes from drafts including: correspondence, releases, agenda, minutes, speeches, listings, position papers, reports, charts and tables. Also reviews correspondence prepared by others requiring signature for general presentation. Ensures all documentation is appropriately coordinated and routed prior to release.
Plans meeting and events. Facilitates Council, Committee and Working Group meetings by ensuring all meeting notices, read ahead materials and follow-up materials are provided to participants in a timely manner. Corresponds with hotels and member company representatives regarding meeting requirements. Makes travel arrangements. Resolves difficulties with hotel service and travel arrangements. For meetings, ensures all logistics for meetings are in place and operating (for example: sets up conference room, ensures audio-visual equipment is in place and operating, and refreshments, takes minutes/notes). After meetings, drafts meeting minutes, provides breakdown of meeting expenses, computes individual meeting attendee share and invoices accordingly. Sends notices for past due accounts and collects payments.
Maintains the office's working, subject, publication and operational files current by filing and retrieving material, establishing new files and sections as needed, and periodically purging files of outdated material. Maintains the Division web site, keeping all posted materials current, accessible and accurate.
Monitors the Division’s operating budget. Tracks actual expenses against allocated budgets and presents monthly funds status reports/analysis to the VP and the AVP.
Places routine office supply orders weekly, checks and stores deliveries, and codes receipts.
Substitutes at the reception desk during short regularly scheduled periods, providing reception and telephone services.