Program Executive Assistant

Job Description:

Your efficiency keeps the wheels of progress rolling

Your preference is to do a quality, timely job and you have the skills and confidence to do just that. You are a realist who can be relied upon to deliver what has been promised when it has been promised. We like that. And want to meet you.

Position Overview:

Performs numerous administrative support activities, many of which are highly confidential or sensitive in nature for a senior-level executive. The chosen candidate must exercise discretion and solid judgment in the planning and performance of all the duties and functions of the job. Excellent communication and organizational skills are required.

Supports operations by compiling, formatting, and reporting information and materials. Tracks response data from various action items. Responds to inquiries from managers and employees. Develops tracking tools for group tasks and projects and maintains a primary calendar for group actions and projects. Manages calendars and schedules, makes travel arrangements, and processes expense report and accounts payables/invoices.

While this job can be remote we would prefer a candidate in the Northern VA or DC area.

What You’ll Be Doing;

• Schedule and organize complex activities such as meetings, travel, video conferences, town hall meetings and department activities.
• Compose and draft correspondence, including letters, memos, and reports of a highly confidential nature.
• Organize and prioritize large volumes of information, inquiries, requests, and phone calls.
• Prepare agendas and meeting briefings.
• May be responsible for project coordination for small routine projects.
• Complete expense reports, arrange/book travel, and approve invoices.
• Responds to inquiries for information and/or delegates inquiries requiring special knowledge and expertise to individuals in various departments who can provide appropriate responses.
• Establishes and maintains follow-up files and confidential files.
• Initiates and may develop routine and non-routine reports as appropriate. Researches and compiles statistical information and related data, produces special or recurring reports, and completes special projects as assigned. Produces and distributes data in graphic, spreadsheet, or narrative format.
• May coordinate arrangements for special events including contacting vendors, analyzing competitiveness of pricing, and ensuring timely service or delivery of goods, and authorizing payment.
• Backup support to other C-Suite Executive Assistants.

What Required Skills You’ll Bring:

• Associate degree in Business Administration (or equivalent) and 15+ years of experience, including at least 5+ years in an administrative capacity for a C-level executive.
• Experience with a federal contractor required
• Technically savvy with virtual meeting tools and other office automation software systems
• Experience working with an executive who has not worked with an assistant a plus

Skills and Competencies:

• Exceptional written and verbal communication, organizational, and interpersonal skills are required.
• Demonstrated ability in exercising tact, diplomacy, good judgment, and professionalism is also required.
• Exceptional attention to detail, research and data gathering ability, analytical and negotiation skills.
• Willingness to accept and embrace change in a dynamic, growing company.
• Ability to work in a fast-paced environment with little to no supervision.
• Ability to prioritize tasks and manage multiple projects.
• Great work ethic accompanied by get-it-done attitude.
• A knack for problem solving and enjoy helping others.
• Demonstrated ability to work collaboratively.
• Ability to maintain strict confidentiality.

Security Clearance Requirement:

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