Executive Assistant III

Since our inception, FedSync has stood for Accountability, Integrity, Teaming, Value, Innovation, and Quality. Values that make us who we are. Our vision is to be an organization that works with innovative, leading minds and forward thinking personalities of our time, to deliver solutions looking beyond today. Our mission is to deliver federal government with solutions that are innovative and proven, to transform the organization by providing best suited tools and people and prepare it for tomorrows' challenges. For us and our clients, our people matter.

The objective of this role is to support NASA in various projects, programs, or events. The ideal candidate will demonstrate a proven knowledge and success in performing routine program/project support as defined below. The Candidate maintains a close and highly responsive relationship to the day-to-day activities of the supervisor and staff, works fairly independently receiving a minimum of detailed supervision and guidance, and performs various project, program, or events. 

Duties Entail:

• May be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials utilizing the following, but not limited to, Microsoft Office Tools, Outlook, Excel, Word, PowerPoint, SharePoint, O365 profiles, Teams, Adobe Acrobat.
  
• Provide administrative support to the organizations executive staff and Administrative Office with office management responsibilities performing duties including but limited to budgeting, personnel records and payroll required for the efficient day–to–day operational functions and delivery of effective and responsive services to KSC management officials.
  
• Responsible for supporting and coordinating the work of the office in the administrative, clerical, and secretarial areas and assisting the NASA Administrative Specialist in clerical activities and maintaining good standing and relations with leadership executive level secretarial team.
  
• Provides support to the Executive staff for various projects, programs, or events.
  
• Skilled in planning, organizing, and working in a team environment to effectively coordinate the work of the office to include providing recommendations for improvement in the administrative, clerical, and secretarial areas.
  
• Perform all functions proficiently whether working onsite or remotely.
  
• Proactively engage the team in efficient and effective communication through in person and remote forums.
  
• Independently work on tasks requiring preparation of, including but not limited to, briefing charts, letters, and other presentation materials.
  
• Independently prepare responses that address clerical and administrative issues and manage the form and processing of office correspondence.
  
• Follow policies and procedures governing Controlled Unclassified information (CUI), and safeguard confidential information disclosed in partner or attorney communications.
  
• Safeguard sensitive information, including procurement sensitive information, in accordance with NASA requirements.
  
• Exercise exclusive control over maintaining daily staff calendar appointments with complete authority for commitments of time for maintaining and updating staff calendars.
  
• Independently organize and perform travel and budgeting.
  
• Serves as a central point of contact (POC) in all personnel matters, including, but not limited to, personnel administration, operating methods, organizational compliance activities, and awards.
  
• Oversee work of subordinate secretarial and clerical staff, ensuring that the administrative and clerical services are smooth and efficient and responsive to the needs the office.
  
• Maintain proficiency in presentation and records electronic tracking sites.
  
• Summarize or prepare synopsis of lengthy documents, reports and correspondence and briefs staff on routine matters.
  
• Interact and coordinate frequently with other KSC Executive Assistants serving KSC senior management and NASA Headquarters (HQ).
  
• Use formal procedures to track the coordination of work performed both within and outside the office and/or program/organization and by organizations that support the office or that the office supports.
  
• Other duties as assigned by PM/Supervisor.

Knowledge, Skills, and Abilities:

• Provide support for various projects, programs, or events.
• Knowledge and skill in executive assistant support with an emphasis on implementing general or specific policy guidance and implementing instructions based on a constant awareness of the intent, status and effectiveness of KSC administrative processes and communications with respect to inter-Center and intra-Center activities.
• Proactive/Self-Starter/Independent – Unlike other administrative functions, this position receives very little guidance from the front office staff given time constraints.
• Customer Service Skills – This person represents the face of the Front Office to many stakeholders so someone with a customer focus and that is service oriented is important. Ability to meet and work effectively with internal and external customers as various levels of authority. Customer service oriented - Having a positive attitude and a willingness to provide the customer with the best service possible.
• Ability and willingness to work well with the other EAs at KSC and other centers particularly NASA HQ, JSC, and MSFC.
• Multi-tasker and Organizational Skills – There are numerous competing demands, so the ability to handle multiple tasks and deal with multiple stakeholders (and personalities) is important. The ability to multi-task, prioritize work, and manage personal time.
• Proficient in Microsoft program/MS teams/WebEx – In particular Outlook for calendar and email management, Word, PowerPoint, and Excel. 
• Calendaring – Ability to manage complex calendars effectively.
• Time Management - Proficient in tracking meetings and managing multiple calendars. 
• Oral and Written Communication Skills – Good written communication is important as this EA will be sending emails on behalf of the Center Director's suite at times.
• Detail Oriented - Must have an attention to detail and quality control when managing executives calendars/schedules. 
• Judgment – Good judgment when to reach out directly to the Lead Customer when last minutes changes occur on their calendars.
• Skilled in responding to administrative problems and inquiries brought to the Director and/or Deputy Director by members of the Center staff; NASA Headquarters; other Federal Agencies; congressional staffs; business, industrial and academic organizations; and international governments and organizations.
• Skilled in planning, organizing and working in a team environment to effectively coordinate the work of the office to include providing recommendations for improvement in the administrative, clerical and secretarial areas.
• Additionally, the executive assistant at Kennedy Space Center (KSC) is responsible for supporting and coordinating the work of the office in administrative, clerical, and secretarial areas and assisting the NASA Administrative Specialists in clerical activities and maintaining good standing and relations with leadership executive level secretarial team.
• This position provides specialized information, support to, and coordinates with, the organization and external organizations and partners as necessary to accomplish various actions, including but not limited to personnel actions, in support of NASA, Headquarter employees, as well as lawyers and paralegals.
• Flexible work schedule including nights, weekends, and holidays.

Federal Integrated Systems Corporation d/b/a FedSync does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. FedSync is an Equal Opportunity Employer.