Project Assistant – Science & Technology Division – Full Time – Alexandria, VA | Institute for Defense Analyses

U.S. Citizenship is required.

Overview

Under general supervision, this position is responsible for the administrative, organizational and operational detail that supports division programs of varying size. This position will assist with coordination, logistics, communications, provisioning and service accommodations for these programs, including support and coordination with task leaders, creating draft plans for meetings agendas, and arranging both local visits and out-of-town trips with accompanying trip itineraries. Associated travel to manage these programs and meetings are on an as-needed basis with minimum expectations of two to four trips per year.

Responsibilities

• Under task leader direction, provides administrative support for division study groups and panels. Coordinates the preparation of progress reports and review material.
• Provides coordination and logistic support for division study groups that often include various panel members, mentors and speakers. Coordinates with sponsors, IDA staff, vendors, and others to support and complete task-related activities. Arranges all transportation details, lodging, payment request and special activities as required. Travels to the meeting sites and coordinates on-site as needed. Organizes and manages processes to include guest invitations, registration, clearances, RSVPs and other special requests. 
• Organizes communications for steering meetings, panels and study groups. Monitors and updates website content. Serves as day-to-day point of contact for all panel members, mentors, sponsor staff and other meeting attendees or participants.   Develops, publishes and distributes agendas. Prepares and consolidates information for attendees to facilitate information flow among guests. Prepares all requests for visits and follow-up correspondence.
• Prepares Request for Proposal (RFP) submissions for off-site venues and coordinates contracts and reservations with appropriate staff; conducts site visits and dry runs as required. Completes internal requirements to facilitate site contracts and other related activities; prepares annual Military Air request and coordinates specific flight schedules and details, may work with other staff within established division, or other IDA staff to include purchasing or finance to complete assignments.
• Monitors and submits approved task expenses to accounting. Provides documentation, agreements, contracts or other data as required regarding internal or external service and accommodation needs. Provides projections of anticipated expenditures to assist in managing the budget, including the planned cost for Military Air. 
• Organize division communication and knowledge exchanges via brown-bag information forums, all-hands meetings and other forums as required.
• Following direction or other guidance, this role arranges and supports inter-divisional information exchanges. Coordinates with other administrative staff in support of division study groups and panels. Performs other duties as assigned.

Qualifications

• BS/BA degree + 2 years’ experience or associate degree + 4 years or HS+ 6 years
• Experience providing task support to a technical group or in a technical work environment.is preferred.
• Excellent written and oral communications skills.
• Strong organizational skills with the ability to prioritize and handle many complex concurrent tasks.
• Ability to travel for periods of up to six days two to four times per year.
• Demonstrated interpersonal skills and ability to interact with university faculty, senior government officials, and military officers.
• Demonstrated proficiency with Microsoft Office applications.
• Demonstrated proficiency with numeric data and general accounting principles.
• Ability to handle proprietary or sensitive information, exercise appropriate discretion, judgment and initiative in completing assignments.
• Ability to obtain and maintain required security clearances.
• Successful completion of a criminal background check is required.

Ability to obtain and maintain a security clearance is required