Receptionist/Executive Assistant (DBO Front Office) - Clearance Required

About the role

LMI seeks a Secret-cleared Receptionist/Executive Administrative Assistant to support a federal customer in Arlington, Virginia. The position provides critical business operations, administrative, and program management support to the Directorate of Business Operations, ensuring smooth office functioning, supporting the Director and office staff, and managing official communications. The ideal candidate possesses a foundational understanding of general records management principles and a deep understanding of Department of War (DoW) and Directorate-level correspondence protocols, advanced records management standards, and task tracking. A primary focus entails administering incoming and outgoing suspense actions utilizing the Correspondence and Task Management System (CATMS) and providing rigorous administrative oversight for the Official Representation Funds (ORF) program.

Responsibilities

Correspondence and Task Management

• CATMS Administration: Manage all incoming and outgoing official correspondence and suspense actions utilizing the Correspondence and Task Management System (CATMS). Ensure tasks are accurately assigned, tracked, and closed out within prescribed timelines.
• Tasking Oversight: Monitor internal and external suspense dates, proactively following up with action officers to ensure timely and accurate submissions.

Records and Administrative Operations

• Executive Support: Perform comprehensive administrative duties to support the Director and other senior office personnel.
• Meetings & Conference Logistics: Schedule, coordinate, and oversee meetings, conferences, and calendar events on behalf of the Director. Provide hands-on assistance with meeting logistics, space reservation, and technology setup.
• Records Management: Direct the implementation of comprehensive DoW records management policies across the organization. Spearhead the systematic review, routing, and archival of critical official documents, enforcing rigorous quality control and ensuring 100% compliance with federal and administrative standards.
• Travel Coordination: Prepare and coordinate personnel actions, official travel arrangements, and travel orders (e.g., Defense Travel System) in compliance with Joint Travel Regulations (JTR).

Program and Financial Support

• Official Representation Funds (ORF) Oversight: Manage and provide dedicated tracking, administrative support, and compliance oversight to the ORF program in strict accordance with federal guidelines and DoW policies.
• Data Management: Develop, maintain, and utilize simple databases and spreadsheets to track office metrics, personnel lists, and project statuses.

Communication and Records Management Quality Assurance

• Quality Assurance: Perform technical editing, rigorous document formatting, and proofreading for all outgoing executive memoranda, briefings, and reports.
• Briefing Support: Help develop and organize briefing materials, slide decks, and operational packages for leadership.
• Inquiry Response: Act as a reliable point of contact for internal and external entities, responding directly to substantive questions on assigned tasks and ongoing projects.
• Explanations and Reporting: Deliver clear, structured oral and written explanations regarding assigned tasks and relevant operational issues.

Qualifications

• Secret clearance required
• 5 or more years of experience supporting DoD or other Federal agencies
• Demonstrated hands-on experience in military or federal government correspondence protocols, records management, and task management workflows
• Proven operational proficiency with the Correspondence and Task Management System (CATMS) or closely related executive tasking system
• Bachelor's degree desired
• Experience or familiarity with managing or tracking ORF highly desirable
• Exceptional editing, formatting, and proofreading skills with zero-error threshold for high-level correspondence
• Excellent written, oral, and interpersonal communication skills
• Prior experience providing administrative support to senior DoD leadership
• Excellent organizational skills, ability to establish and maintain working relationships with internal and external staff members, and ability to work independently and take a proactive role
• Flexibility and ability to prioritize tasks according to senior staff requirements
• Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and SharePoint
• Team player who maintains a positive attitude in a dynamic environment
• High energy, enthusiasm, tact, ability to interact effectively with senior executives from Government and industry as well as Pentagon staff members

Pay

Targeted salary range: $100,000–$110,000

Location

Arlington, Virginia (US-VA-Arlington)