This position provides project support in a professional environment within the Operational Evaluation Division (OED). Under general supervision, this position will assist with coordination and logistics for industry and division workshops and training sessions, including support and coordination with OED task leaders and government and academic personnel and creating draft plans for meetings agendas. Additional duties include implementing data collection and reporting processes for division databases and administrative support to research staff in production of memoranda, reports and briefings. Tasks will require extensive use of software including word processing, graphics, and spreadsheet tools to produce complex technical and statistical documents and reports.
Provides coordination and logistic support for workshops and training sessions 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 division task collaboration, workshops and training sessions. Monitors and updates the division’s SharePoint site for internal training and task collaboration and external website content for workshops. Serves as day-to-day point of contact for all panel members, mentors, sponsor staff and meeting attendees. 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; 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.
Solicits data from research staff using established procedures, provides quality control for division databases, and works with research staff to pull data and conduct simple analyses to support briefings and reports. Supports research staff to improve division databases, aiding in the development of automated tools and new database capabilities.
Coordinates the preparation of division memoranda, reports and briefings. Ensures documents are properly formatted, coordinates with division editors and research staff to incorporate editorial changes, and ensures that documents move smoothly through the division’s publication process. Uses appropriate software for creating and integrating documents and other data in accordance with prescribed format and procedures; may require chart preparation and graphics; reviews materials prepared for supervisor's approval for accuracy and format.
Provides administrative support. As instructed, makes appointments, arranges for meeting rooms, and responds to routine requests for information. Anticipates and prepares materials needed for conferences, correspondence, and meetings.
Manage travel reservations and coordination.
Bachelor’s degree coupled with 2 years of progressively responsible work experience.
Excellent written and oral communications skills.
Strong organizational skills and attention to detail with the ability to prioritize many complex concurrent tasks.
Advanced experience using Microsoft Suite: Excel, Outlook, PowerPoint and Word.
Advanced experience using Adobe Acrobat.
The ideal candidate will have the ability to:
Communicate effectively orally and written across various levels of external and internal leadership, staff members, and stakeholders. Prepare briefing materials for leadership.
Manage event planning and related logistics.
Maintain multiple master calendars.
Perform accurate records and database management.
Monitor and manage competing priorities and deadlines.
Successful completion of a background check is required.
U.S. Citizenship is required Ability to obtain and maintain a security clearance is required Equal Opportunity Employer
About Institute for Defense Analyses
The Institute for Defense Analyses is a nonprofit organization that provides government agencies with high-quality, objective analyses of issues of national security. We provide a work environment that encourages rigorous, independent research on challenging and complex issues.
IDA embraces diversity and supports an inclusive work environment. Working here requires energy, commitment, flexibility, and teamwork. Whether you’re a graduate student ready to start your career, a professional looking for your next challenge, or a member of the military hoping to transition to the private sector while continuing to make a difference in the national security of your country, we offer exciting opportunities to learn and grow.