Legal Administrative Support Specialist

Washington DC
December 17, 2024
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Job Description

Company Description

ProSidian is a Management and Operations Consulting Services Firm focusing on providing value to clients through tailored solutions based on industry-leading practices. ProSidian services focus on the broad spectrum of Enterprise Service Solutions for Risk Management | Compliance | Business Process | IT Effectiveness | Engineering | Environmental | Sustainability | and Human Capital. We help forward-thinking clients solve problems and improve operations.

Launched by former Big 4 Management Consultants; our multidisciplinary teams bring together the talents of nearly 190 professionals globally to complete a wide variety of engagements for Private Companies, Fortune 1,000 Enterprises, and Government Agencies. Our solution-centric services are deployed across the enterprise, target drivers of economic profit (growth, margin, and efficiency), and are aligned at the intersections of assets, processes, policies, and people delivering value.

ProSidian clients represent a broad spectrum of industries including but not limited to Aerospace And Telecommunications | Consumer Products, Services, And Retail | Development And Sustainability | DOD/Military | Energy, Resources, & Industrials | Financial Services | Government & Public Services | Information Technology, Media, And Telecommunications | Life Sciences & Health Care | Manufacturing And Operations | Nuclear and Environmental | Professional Services |, etc. Learn More About ProSidian Consulting at https://www.prosidian.com.

Job Description

ProSidian Seeks a Legal Administrative Support Administrative Support Specialist (PACE3) [Key Personnel | Program Manager – Non-Exempt 874-1 Consultant] located: CONUS – Washington, DC

JOB OVERVIEW

The Legal Administrative Support Specialist is a vital position responsible for providing comprehensive executive-level legal administrative support services to the Office of the Deputy General Counsel (DGC) within the Department of the Navy (DON) Office of the General Counsel (OGC). This role involves coordinating meetings, managing schedules, preparing documents, and facilitating various administrative tasks. The Administrative Support Specialist ensures the smooth operation of the office, supports senior leaders, and assists in the efficient functioning of legal practice areas. Applicants may maintain access to a designated classified material storage area and have intermittent authorization to handle Secret/NOFORN materials which requires Secret/NOFORN clearance.

Legal Administrative Support Specialist – Legal Executive Administrative: Provide professional services classified as Legal Executive Administrative Support to perform and participate on an Engagement team providing executive-level strategic communications services for the Department of the Navy (DON) Office of the General Counsel (OGC) as well as initiatives to perform management support utilizing 360-degree assessments that provide individualized feedback for OGC personnel. Work as part of a Two (02) Person team, with one performing the required strategic communications support and one who will perform the required administrative assistant support.

The Department of the Navy (DON) Office of the General Counsel (OGC) comprises more than 1,100 attorneys and professional support staff dispersed across 140 offices worldwide to provide legal advice to Navy and Marine Corps officials. These officials include the Secretary of the Navy (SECNAV), the Under Secretary of the Navy, the Assistant Secretaries of the Navy and their staffs, and the multiple components of the DON, including the Navy and the Marine Corps. The DON OGC senior leadership is comprised of the General Counsel of the Navy (GC), the Principal Deputy General Counsel (PDGC), and the DGC.

The ProSidian Engagement Team shall provide executive-level strategic communications, administrative, and management support services for the Department of the Navy Office of the General Counsel, including its strategic communications program, legal executive administrative support, and talent management support. The Legal Executive Administrative Support Specialist will require access to Work in a space designated for classified material storage and may occasionally access Secret/NOFORN materials. Provide professional services classified as Legal Executive Administrative Support to perform and participate on an Engagement team providing executive-level strategic communications services for the Department of the Navy (DON) Office of the General Counsel (OGC) as well as initiatives to perform management support utilizing 360-degree assessments that provide individualized feedback for OGC personnel. Work as part of a Two (02) Person team, with one performing the required strategic communications support and one who will perform the required administrative assistant support.

The Department of the Navy (DON) Office of the General Counsel (OGC) comprises more than 1,100 attorneys and professional support staff dispersed across 140 offices worldwide to provide legal advice to Navy and Marine Corps officials. These officials include the Secretary of the Navy (SECNAV), the Under Secretary of the Navy, the Assistant Secretaries of the Navy and their staffs, and the multiple components of the DON, including the Navy and the Marine Corps. The DON OGC senior leadership is comprised of the General Counsel of the Navy (GC), the Principal Deputy General Counsel (PDGC), and the DGC.

The ProSidian Engagement Team shall provide executive-level strategic communications, administrative, and management support services for the Department of the Navy Office of the General Counsel, including its strategic communications program, legal executive administrative support, and talent management support. The Legal Executive Administrative Support Specialist will require access to Work in a space designated for classified material storage and may occasionally access Secret/NOFORN materials.

RESPONSIBILITIES AND DUTIES

  • Applicants may maintain access to a designated classified material storage area and have intermittent authorization to handle Secret/NOFORN materials which requires Secret/NOFORN clearance.
  • Coordinate meetings, events, conferences, and engagements with senior executives, flag officers, and high-level private sector entities within the Department of Defense.
  • Efficiently manage phone calls, meeting requests, and the schedules of senior leadership, including the DGC, GC, and PDGC.
  • Prioritize, arrange, schedule, or refuse meetings based on their importance and alignment with organizational goals.
  • Attend meetings, take detailed notes, and identify directed actions resulting from these meetings.
  • Provide client and guest support by greeting visitors and addressing questions related to established policies.
  • Assist in confidential tasks involving data correlation, assembly, and source material acquisition as requested by the DGC.
  • Draft, edit, and format correspondence, remarks, reports, and other documents with meticulous attention to grammar and punctuation.
  • Maintain organized records of working drafts and final documentation using internal file storage systems.
  • Create memos, letters, information binders, and other documents as required, including meeting agendas and minutes.
  • Support general administrative and operational tasks, such as updating phone rosters, managing conference rooms, and ensuring safety protocols are followed.
  • Plan and schedule meetings, develop presentations, and provide logistical support for office-related events.
  • Screen and direct phone calls and correspondence, maintaining clear communication channels.
  • Assist in coordinating calendars, schedules, meeting logistics, and travel arrangements for senior leaders.
  • Manage communication of information in and out of the office, including processing and distributing classified documents.
  • Organize and maintain both paper and electronic filing systems, tracking taskers and identifying process improvements.
  • Assist in preparing presentation and event materials, ensuring a polished and professional appearance.
  • Monitor and order office supplies to maintain sufficient inventory levels.
  • Ensure all tasks are completed within suspense dates and provide additional administrative support as needed.

Qualifications

Desired Qualifications For Administrative Support Specialist (PACE3) | Key Personnel | Program Manager – Non-Exempt 874-1 Consultant Candidates:

  • Bachelor’s or higher in Communications, Journalism, or related field.
  • At least 5 years of experience in communications.
  • Proven track record of successful campaigns.
  • Strong knowledge of public relations techniques.
  • Ability to perform the tasks outlined in the responsibilities and duties section.
  • Experience managing travel through the Defense Travel System (DTS) and taskers using ETMS2 or similar tasking systems.
  • Proficiency in preparing correspondence following Navy Correspondence Manual guidelines.
  • Previous experience providing general-purpose administrative and clerical support for program tasks.
  • Competency in secretarial duties, word processing, graphics, desktop publishing, editing, and coordination.
  • Ability to thrive in a fast-paced, high-pressure environment.
  • Strong verbal and written communication skills, along with excellent time management capabilities.
  • Exceptional multitasking abilities and adeptness at managing competing priorities.
  • Capability to work autonomously and with discretion.
  • Minimum of five (5) years of administrative or clerical experience within the last seven (7) years, with at least two (2) years of experience in a Department of Defense (DoD) environment.
  • Familiarity with the DoD, particularly the DON, the Navy, and the Marine Corps.
  • Knowledge of working in a legal setting and familiarity with the attorney-client privilege is desirable.

Skills / Abilities / Education / Experience Requirements / Qualifications

EEO STATEMENT: We attract the best people in the industry, supporting their efforts to learn and grow. We strive to create a challenging and progressive work environment. We provide career opportunities spanning various disciplines and geographic locations, with projects that our employees plan, design, build, and operate as diverse as the needs of our clients. 

FULLTIME-REGULAR VISA SPONSORSHIP AVAILABLE: No – We will not support sponsorship, i.e., H-1B or TN Visas for this position

BACKGROUND CHECK AND DRUG TESTING INFORMATION: ProSidian reserves the right to require background checks, including criminal, employment, education, licensure, etc. as well as credit and motor vehicle when applicable for certain positions. In addition, ProSidian may conduct drug testing for designated positions. 

REQUIRED SKILLS AND ABILITIES

  • Applicants may maintain access to a designated classified material storage area and have intermittent authorization to handle Secret/NOFORN materials which requires Secret/NOFORN clearance.
  • Bachelor’s degree in a relevant field is preferred, but not mandatory.
  • A minimum of five (5) years of administrative or clerical experience within the last seven (7) years, with at least two (2) years of experience in a Department of Defense (DoD) environment.
  • Proven experience managing travel arrangements through the Defense Travel System (DTS) and handling taskers using ETMS2 or similar tasking systems.
  • Demonstrated knowledge of the DoD, particularly the Department of the Navy (DON), the Navy, and the Marine Corps, including an understanding of their public affairs functions, policies, and processes.
  • Familiarity with working in a legal setting and an understanding of the attorney-client privilege are highly desirable.

Skills Required

  • Ability to multi-task and pay close attention to detail.
  • Excellent analytical, organizational and time management skills.
  • Strong communication skills, both oral and written.

Competencies Required

  • U.S. Citizenship Required – You must be a United States Citizen
  • Excellent oral and written communication skills (This employer participates in the e-Verify program)
  • Proficient with Microsoft Office Products (Microsoft Word, Excel, PowerPoint, Publisher, & Adobe)

Other Details

Work products shall be thorough, accurate, appropriately documented, and comply with established criteria. All employees, in the performance of their respective responsibilities, shall conduct themselves in the highest possible standards of ethical and business conduct. The candidate shall ensure that duties are performed in a competent and professional manner that meets milestones/delivery schedules as outlined.

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Additional Information

CORE COMPETENCIES

  • Teamwork – ability to foster teamwork collaboratively as a participant, and effectively as a team leader
  • Leadership – ability to guide and lead colleagues on projects and initiatives
  • Business Acumen – understanding and insight into how organizations perform, including business processes, data, systems, and people
  • Communication – ability to effectively communicate to stakeholders of all levels orally and in writing
  • Motivation – persistent in pursuit of quality and optimal client and company solutions
  • Agility – ability to quickly understand and transition between different projects, concepts, initiatives, or work streams
  • Judgment – exercises prudence and insight in decision-making process while mindful of other stakeholders and long-term ramifications
  • Organization – ability to manage projects and activity, and prioritize tasks

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OTHER REQUIREMENTS

  • Business Tools – understanding and proficiency with business tools and technology, including Microsoft Office. The ideal candidate is advanced with Excel, Access, Outlook, PowerPoint and Word, and proficient with Adobe Acrobat, data analytic tools, and Visio with the ability to quickly learn other tools as necessary.
  • Business Tools – understanding and proficiency with business tools and technology, including Microsoft Office. The ideal candidate is advanced with Excel, Access, Outlook, PowerPoint and Word, and proficient with Adobe Acrobat, data analytic tools, and Visio with the ability to quickly learn other tools as necessary.
  • Commitment – to work with smart, interesting people with diverse backgrounds to solve the biggest challenges across private, public and social sectors
  • Curiosity – the ideal candidate exhibits an inquisitive nature and the ability to question the status quo among a community of people they enjoy and teams that work well together
  • Humility – exhibits grace in success and failure while doing meaningful work where skills have impact and make a difference
  • Willingness – to constantly learn, share, and grow and to view the world as their classroom

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BENEFITS AND HIGHLIGHTS

At ProSidian, we invest in our employees to help them stay healthy and achieve work-life balance. Our team members receive a comprehensive benefits package that includes Competitive Compensation, Group Health Insurance Health Benefits, 401(k) Retirement Savings Plan Contributions, Vacation and Paid Time off (PTO) Benefits, Pre-Tax Payment Programs, Purchasing Discounts & Savings Plans, a ProSidian Employee & Contractor Referral Bonus Program, Performance Incentives, etc. Our comprehensive benefits package includes a medical, dental and vision plan. Our growing list of benefits currently include the following:

  • Competitive Compensation: Pay range begins in the competitive ranges with full Gold Level (Tier 1) Group Medical Benefits, Pretax Employee Benefit Plan, plus performance incentives
  • Group Health Insurance Health Benefits: Group Health Insurance Including Medical, Dental And Vision Insurance: Contributions are deducted from pay on a Pretax basis – Employee and family coverage is available with employer contribution of 50% of Employee (only) premiums under the Health and Vision Plan through Blue Cross Blue Shield NC (Blue Options Medical Plan Code: PB07840 / Metallic Level: Gold – – bcbsnc.com‎) and Dental Plan (Ameritas – www.ameritas.com).
  • 401(k) Retirement Savings Plan: 401(k) Retirement Savings Plans help you save for your retirement. Eligible employees can make before-tax contributions to the 401(k) Retirement Savings Plan to help you save for retirement. Contributions are deducted from pay on a pretax basis. A wide range of investment options are available with a personal financial planner available to assist you. The Plan is a Safe Harbor 401(k) Retirement Savings Plan.
  • Vacation And Paid Time Off (PTO) Benefits: The flexibility of Paid Time Off (PTO) lets you set your own priorities. Eligible employees use PTO for vacation, a parent-teacher conference, a doctor’s appointment, or any number of events in your life. Currently these benefits include Vacation/Sick days – 2 weeks | Holidays – 10 Federal Government.
  • Pre-Tax Payment Programs: Pre-Tax Payment Programs currently exist in the form of a Premium Only Plan (POP). These Plans offer a full Flexible Spending Account (FSA) Plan and a tax benefit for eligible employees.
  • Purchasing Discounts & Savings Plans: We want you to achieve financial success. We offer a Purchasing Discounts & Savings Plan through The ProSidian Corporate Perks Benefit Program – Helping You Do More With Less: https://ProSidian.CorporatePerks.com. This provides special discounts for eligible employees on products and services you buy on a daily basis.
  • Security Clearance: Due to the nature of our management and operations consulting engagements for Private Companies, Fortune 1,000 Enterprises, and Government Agencies of all sizes; oftentimes there are Security Clearance requirements for Engagement Teams handling sensitive Engagements in the Federal Marketplace. A Security Clearance is a valued asset in your professional portfolio and adds to your credentials based on past, present, and future work.
  • Leverageable Experience and Thought Leadership: By collaborating with firm leadership, other members of the team, as well as Fellows and collaborating partners in what is a flat organization, you’ll make valuable professional connections, interact with clients daily, gain leverageable Experience, and contribute to Thought Leadership while you build a basket of marketable experiences.
  • ProSidian Employee & Contractor Referral Bonus Program: ProSidian Consulting will pay up to $5k for all referrals (payments made after new hire has been employed for 90 days) for candidates submitted through our Employee Referral Program.
  • Performance Incentives: Due to the nature of our management and operations consulting engagements for Private Companies, Fortune 1,000 Enterprises, and Government Agencies of all sizes there are performance incentives associated with each new client that each employee works to pursue and support.
  • Flexible Spending Account: Pending

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ADDITIONAL INFORMATION – See Below Instructions On The Best Way To Apply

  • ProSidian Consulting is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status, or any other protected factor. All your information will be kept confidential according to EEO guidelines.
  • ProSidian Consulting has made a pledge to the Hiring Our Heroes Program of the U.S. Chamber of Commerce Foundation and the “I Hire Military” Initiative of The North Carolina Military Business Center (NCMBC) for the State of North Carolina. All applicants are encouraged to apply regardless of Veteran Status.
  • Furthermore, we believe in “HONOR ABOVE ALL” – be successful while doing things with the right way. The pride comes out of the challenge; the reward is excellence in the work. FOR EASY APPLICATION USE OUR CAREER SITE LOCATED ON http://www.ProSidian.com/ OR SEND YOUR RESUME’S, BIOS, AND SALARY EXPECTATION / RATES TO CAREERS @ PROSIDIAN.COM. ONLY CANDIDATES WITH REQUIRED CRITERIA ARE CONSIDERED. Be sure to place the job reference code in the subject line of your email. Be sure to include your name, address, telephone number, total compensation package, employment history, and educational credentials.

Risk Management | Compliance | Business Processes | IT Effectiveness | Engineering | Environmental | Sustainability | Human Capital