JOB POSTING
Secretary
Located in Ashburn, VA | Contingent Upon Award
Alliance Global Group LLC (AGG) is a growing Small Service-Disabled Veteran-Owned company providing Foreign Military Sales (FMS), Administrative and Program Management, Financial Management, Information Technology, Logistics and Facilities Support Services, and Litigation Support. AGG prides itself on providing outstanding customer service and expert solutions to complex challenges.
About the Opportunity
Join Alliance Global Group as an experienced, mission-focused Secretary in Ashburn, VA, contingent upon award. As part of our cross-functional team, you’ll support branches with correspondence, records, meetings, calendars, travel, time and attendance, and purchase requisitions. You’ll also help cover team absences and redistribute workloads as directed by the TOCOR or ATOCORs, keeping offices running smoothly.
Responsibilities
- Support assigned branches, cover team absences, and assist with workload redistribution and special projects as directed by the TOCOR or ATOCORs.
- Prioritize tasks, flag competing priorities and capacity constraints, and deliver accurate work on time.
- Prepare, format, and distribute official correspondence, reports, charts, and presentations using approved software, templates, and source data.
- Manage official email inboxes, check correspondence for accuracy and compliance, route items, and track outgoing transmissions.
- Maintain electronic and hard-copy records and accessible, current desk procedures in accordance with records management, security, and privacy requirements.
- Provide telephone and reception coverage, forward calls during absences, distribute mail and packages, and perform copying, scanning, and shredding.
- Update employee directory and Gmail information; coordinate visitor pickup and escorts as directed by Administrative Services or the TOCOR/ATOCORs.
- Coordinate meetings, conferences, calls, and webinars, including schedules, agendas, attendee notices, facilities, registration, and materials; prepare and distribute accurate minutes, notes, and supporting documents.
- Arrange domestic and foreign travel for the Division Director, including reservations, tickets, advances, authorizations, vouchers, and itineraries in E2 Travel or an equivalent system.
- Maintain office calendars and appointments, remind and brief Government staff before meetings, and reschedule as needed.
- Process time and attendance in Castle and P6 Primavera, verify reports, resolve discrepancies, submit records for approval, and maintain branch files.
- Track leave, compensatory time, overtime, and travel compensatory time each pay period as requested, with supporting documentation.
- Prepare, enter, track, amend, and update PRISM purchase requisitions; resolve questions and errors, seek TOCOR/ATOCOR guidance, and attend system training.
- Attend monthly and additional team meetings, share best practices, and perform other related administrative duties within the position’s scope.
Requirements
- Ability to support branch administration, correspondence, records, meetings, calendars, and travel.
- Ability to use Microsoft Word, Excel, PowerPoint, Outlook, Teams, SharePoint, Google Chrome, Microsoft Edge, Zoom, Google Meet, Google Chat, Google Docs, Google Slides, and Google Sheets.
- Ability to use Castle and P6 Primavera for time and attendance, E2 Travel or an equivalent system for travel, and ESC PRISM for purchase requisitions; willingness to learn and maintain proficiency.
- Strong organization and attention to detail; ability to check documents and records for accuracy, completeness, formatting, grammar, spelling, and punctuation.
- Effective oral and written communication and professional working relationships with team members, Government personnel, and stakeholders.
- Ability to work independently and in a cross-functional team, manage competing priorities, adapt to changing workloads, and meet deadlines.
- Ability to follow established procedures, records management requirements, and information security and privacy policies.
- Background investigation required.
Equal Opportunity Employer
Alliance Global Group is an Equal Opportunity/Affirmative Action Employer. Additionally, we abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status, or disability.