Key Responsibilities
Executive and Administrative Support
Provide day-to-day administrative support to JPL ET senior leadership and program offices, coordinating closely with the JPL ET Administrative Assistant to ensure consistent and efficient office operations
Manage leadership and team calendars, including scheduling meetings, tracking daily activities and leave schedules, and coordinating upcoming events and engagements
Serve as a primary point of contact for office communications by answering telephone calls, relaying messages, greeting and escorting visitors, and facilitating communication across program areas
Establish and implement standardized administrative practices that promote quality, efficiency, and alignment with organizational and Department of Defense (DoD) priorities
Provide administrative support for conferences, off-site meetings, special events, and other organizational activities
Travel and Document Management
Serve as a Defense Travel Administrator (DTA) supporting program offices and managing travel requirements within the Defense Travel System (DTS)
Coordinate and execute domestic and international travel arrangements for ET senior leadership, including travel authorizations, orders, vouchers, passport processing, and related documentation.
Support document staffing and task tracking through the Document Staffing Task Management System
Draft, edit, format, review, staff, and maintain a variety of organizational documents, including memorandums, correspondence, briefings, information papers, issue papers, reports, and meeting minutes
Review documents and presentations for accuracy, grammar, spelling, formatting, style, and overall quality
Maintain organized electronic and hard-copy files in accordance with organizational records management practices
Meeting and Conference Coordination
Coordinate and facilitate staff meetings, senior-level engagements, classified and unclassified visits, conferences, and other organizational events
Manage all meeting logistics, including reserving conference rooms, arranging teleconference/video teleconference/web conference capabilities, preparing agendas, distributing meeting notifications, and coordinating required materials
Collect and consolidate presentation slides, briefing materials, read-aheads, and other supporting documentation from appropriate points of contact, ensuring materials are distributed to leadership at least 24 hours before scheduled meetings
Prepare meeting spaces, verify audiovisual equipment and connectivity, and provide technical and administrative support during meetings
Attend meetings as required, document key discussions and decisions, and prepare and distribute meeting minutes in accordance with applicable security and handling requirements
Coordinate facility and logistical requirements to support successful execution of meetings, conferences, and senior-level engagements
Security and Organizational Compliance
Follow all applicable organizational, Department of War (DoW), Army, and security policies, procedures, templates, and administrative best practices
Ensure appropriate security measures and protocols are followed when coordinating classified meetings, visits, and organizational activities
Conduct daily physical security checks on a rotating basis and report any concerns or discrepancies through established channels
Notify the organization's security department of foreign national visitors within required timeframes and complete all associated documentation in accordance with established procedures
Successfully complete all required training associated with the position
Active DoW Secret clearance or above
Strong communication skills, both orally and in writing
Possess a working knowledge of Department of War (DoW) classified document handling procedures
2 years' experience utilizing Microsoft Office suite of products
Experience working with the Defense Travel System (DTS)
Valid Driver’s License
BryceTech offers a full range of benefits, including competitive salary, a comprehensive health plan including dental and vision coverage, company-paid life & disability insurance policies, 401(k) plan with company match, and an educational reimbursement program.
All your information will be kept confidential according to EEO guidelines.
