Executive Assistant, Senior - TS SCI Req'd
** This is for a proposal opportunity.** **Position requires an in-scope TS/SCI clearance and polygraph.** The Executive Assistant manages the overall workflow and coordination of a senior level office. Work includes scheduling; managing; and disseminating Senior Executive's calendar; controlling access to the Senior Executive; and preparing correspondence. This position requires wide latitude of discretion regarding workflow and priorities; in addition to in-depth knowledge of various executives' styles; methods of operation; and authorities. Positions at this level are expected to interact with high-ranking officials within the agency and throughout the IC; Congress; the White House and the private sector. Intrinsic to the Executive Assistant's work is knowledge of the agency; the IC and other Government agencies. ' Answer and place telephone calls; direct calls; take messages; and follow-up accordingly ' Maintain an efficient office environment to include assisting in the ordering of supplies/equipment; arranging for office equipment repairs; coordinating office renovations; and participating in event planning ' Prepare read-ahead material for Senior Executives ' Receive; sort; and screen incoming mail; categorize; prioritize and prepare responses for Senior Executive signature ' Summarize correspondence; highlight key issues or topics of interest; and follow up to ensure proper and timely response ' Manage the workflow of multiple matters; within a continuously adapting schedule; for the assigned Senior Executive ' Prepare and review non-routine letters; memos; documents; and various reports for Senior Executive signature to ensure compliance with customer correspondence guidelines ' Prepare to host Senior Executive visitors to include passing security clearances and escorting ' Update and maintain records and files using the enterprise records management system ' Maintain an awareness of internal structural levels and hierarchy within the organization ' Assist and relieve the assigned Senior Executive of a variety of complex executive office support functions ' Manage all aspects of Senior Executive daily agenda to include scheduling appointments; preparing travel itineraries; schedule Very Important Person (VIP) parking; and making arrangements ' Research and prepare background information on meeting attendees and/or topics of interest for the meeting ' Process travel accounting/vouchers ' Disseminate schedule to appropriate staff and act as a liaison between the Senior Executive and others ' Develop creative approaches and alternatives to the resolution of issues and problems Performs various advanced administrative and secretarial duties in support of a company or customer executive. Typically supports executive(s) at the VP level. 1. Prepares and types correspondence, reports, presentation materials, and memoranda, usually of a confidential nature. 2. Answers and screens telephone calls and responds to routine inquiries. 3. Prepares and maintains files and other records. 4. Schedules and maintains calendar of appointments, meetings, and travel itineraries, and coordinates related arrangements. 5. May take dictation and transcribe notes. 6. Processes expense reports. 7. Creates spreadsheets and maintains databases. 8. May provide work leadership to less-experienced administrative staff. 9. Participates in special projects as required. Education Associates Degree in a related business discipline, or the equivalent combination of education, professional training, or work experience. Qualifications 8-10 years of related administrative experience.
- Strong interpersonal skills ? Excellent oral and written communication skills sufficient to compose and deliver clear and concise responses
- Knowledge of proper English usage; spelling; grammar; punctuation and sentence structure to ensure that written materials prepared and reviewed are complete; succinct; and formatted correctly
- Skill to adapt to a rapidly changing work environment while maintaining flexibility and versatility
- Experience working with senior executives at multiple organizational levels
- Comprehensive knowledge of organization's policies; procedures; regulations; goals; vision; organizational structure; culture; philosophy; operating principles and values
- Extensive knowledge in the use of Microsoft Office and standard computer applications