Executive Assistant

Executive Assistant

The Executive Assistant supports the Principle Deputy Assistant Secretary, Deputy Assistant Secretary, Directors, and Assistant Secretary-level personnel, as required. Prepares Action Memos for approval and signature. Keeps Executive Officers advised of developments and progress of pending issues. Schedules interviews with prospective department employees and assists with onboarding new employees. Handles confidential information. Prepare and submit Time and Attendance reports for the Government staff via TATEL system. Reviews all important incoming and outgoing correspondence, coordinates routing and control of subject matter before submitting to the Principle Deputy Assistant Secretary / Deputy Assistant Secretary. The Executive Assistant assists in planning and coordinating bureau projects and / or processes. Advises Principle Deputy Assistant Secretary / Deputy Assistant Secretary on personnel actions. Compiles and maintains records of business transactions and office activities, performing a variety of clerical duties. Copies data and compiles / organizes records and reports. Files documents. Tabulates and posts data in records and report data bases. Schedules meetings / conference calls, coordinate conference room schedules, set up video conferencing or conference calls when needed. Manages office supplies and stationery. Operates office machines, such as PCs, calculator, photocopy machines, scanning equipment, and fax machines. The Executive Assistant position interfaces with Principle Deputy Assistant Secretary, Deputy Assistant Secretary, Directors, Assistant Secretary-level personnel and DOS personnel; Maintains program master files; Proactively addresses and solves scheduling issues / problems; Manages all aspects of Principle Deputy Assistant Secretary / Deputy Assistant Secretary travel. The Executive Assistant position requires regular interaction with Principle Deputy Assistant Secretary, Deputy Assistant Secretary, Directors and Assistant Secretary-level personnel. Management of all logistical elements of Senior Executive meetings, travel and other event coordination is a regular part of the job.

Qualifications :

• At least 5 years of executive level office management experience, or equivalent experience;
• Civilian or Defense agency experience is required providing administrative support to Principle Deputy Assistant Secretary / Deputy Assistant Secretary / Director positions;
• Highly proficient with Microsoft Office's Word, Excel, Access, PowerPoint, Publisher and MS Project Experience;
• Ability to work both independently and with others;
• Strong attention to detail;
• Ability to multi-task;
• Work under tight deadlines;
• Excellent organizational, interpersonal, and communication skills (both written and oral);
• Familiarity with ISO requirements, standards and processes.

Clearance : Top Secret Clearance

Requirements :