Institute for Defense Analyses · 1 day ago
Project Assistant - Global Dynamics & Intelligence Division (GDI)
Alexandria, VA
Full-time
Onsite
Entry Level
$56K/yr - $90K/yr
2+ years expThe Institute for Defense Analyses is a non-profit organization focused on addressing U.S. security and science challenges. They are seeking a Project Assistant to provide support in financial management, travel management, and data collection processes within the Global Dynamics and Intelligence Division.
AerospaceNational SecurityNon Profit
No H1B
Security Clearance RequiredU.S. Citizen Only
Responsibilities
Work closely with division management and project leaders to continuously monitor project expenditures, forecasting, costs associated with travel, and monitor and report near real-time spending and burn rates. Formulate options for project leadership, if needed, to cover funding gaps
Prepare and manage ad hoc, monthly, quarterly, and annual Program Plan updates and related financial information for Division leadership review
Assists in coordinating staff utilization, lines of effort, deliverables, project reviews, and travel team composition
Work closely with the Division Business Manager on development of project description(s) and counsel staff members and sponsors as needed concerning funding mechanisms (MIPRs, 419s, etc.) and monitors the funding document until receipt by appropriate agencies
Assist project leaders and others to help create briefings and status reports for sponsors. Organize communications for internal and external project meetings
Serve as day-to-day point of contact for on- and off-site project team members, travel team, sponsor staff, and other meeting attendees or participants
Assist with consultant, honoraria, and subcontractor processing, coordinate between task leaders, consultants and finance to provide documentation, and any other data as required, enter requests into IDA systems and monitor the process to completion
Assist staff with travel, including processing travel authorizations, helping submit and pass personnel information to meeting hosts, and ensure travel reimbursement paperwork is submitted in a timely fashion
Monitor and submit travel requests and expense reports to accounting
Coordinate and de-conflict travel schedules
Provide guidance to staff, coordinate timely submissions before and after staff travel and resolve any travel issues or special requests in coordination with finance
Solicit data from research staff using established procedures, provide quality control for division databases, and work with research staff to pull data and conduct simple analyses to support briefings and reports
Support research staff to improve division databases, aid in the development of automated tools and new database capabilities
Provide coordination and logistic support for workshops, conferences, or meetings. Coordinate with sponsors, IDA staff, vendors, and others to support and complete task-related activities
Arrange all transportation details, lodging, payment request and special activities as required
Organize and manage processes to include guest invitations, registration, clearances, RSVPs and other special requests
Provide administrative support to the division and other project leaders as time allows. This can include but is not limited to staff onboarding and departures, scheduling conference rooms and meetings, preparing materials needed for conferences, correspondence and meetings
Assist as needed with the preparation of division memoranda, reports and briefings
Ensure documents are properly formatted, coordinate with division editors and research staff to incorporate editorial changes, and ensure that documents move smoothly through the division’s publication process
Use appropriate software for creating and integrating documents and other data in accordance with prescribed format and procedures; may require chart preparation and graphics; review materials prepared for supervisor's approval for accuracy and format
Other tasks as assigned
Qualification
Required
Bachelor's degree in business, finance, or a related field coupled with two years of progressively responsible work
Ability to prioritize many complex concurrent tasks
Familiarity with the Federal Acquisition Regulation (FAR)
Demonstrated proficiency with numeric data and general accounting principles
Advanced in Microsoft Suite: Excel, Outlook, PowerPoint and Word
Advanced experience using Adobe Acrobat
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
Ability to handle proprietary or sensitive information, exercise appropriate discretion, judgment and initiative in completing assignments
Successful completion of a background check is required
Ability to obtain and maintain a security clearance is required
U.S. Citizenship is required
Preferred
Existing TS/SCI preferred
Benefits
Comprehensive benefits including diverse health insurance options
Generous 10% contribution to retirement
Maternity/paternity leave
20 days paid time off
Relocation reimbursement
Eligibility for Public Service Loan Forgiveness (PSFL) due to IDA's non-profit status.
Professional development including tuition reimbursement, internal and external trainings, and funding for researcher-pitched projects and publications.
A strong employee and corporate work-life balance, including options for flex time.
Employer contributes $315/month (IRS max) to commuter benefits.
Company
Institute for Defense Analyses
Institute for Defense Analyses is an organization that offers security and science policy questions objective analysis services.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Mario Wong, Jr.
Chief Financial Officer
Alane Struss
Human Resources Business Partner
Recent News
2025-04-09
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