The Administrative/Executive Assistant will provide comprehensive administrative support by managing calendars, coordinating meetings, handling communications, preparing documents, arranging travel, and maintaining confidentiality, ensuring smooth day-to-day operations and effective time management for their assigned executive(s).
Key Responsibilities:
- Calendar Management: Manage and prioritize the executive's calendar, scheduling meetings, appointments, and internal/external calls, including reminders and conflict resolution
- .Communication Management: Screen and respond to incoming calls, emails, and correspondence, directing inquiries to appropriate parties as needed
- Travel Arrangements: Coordinate all aspects of executive travel, including booking flights, accommodations, transportation, and itineraries
- Document Preparation: Draft and edit various documents including letters, memos, presentations, reports, and spreadsheets on behalf of the executive
- Meeting Coordination: Prepare meeting agendas, gather materials, take minutes, and follow up on action items
- Research and Analysis: Conduct research on various topics to support executive decision-making
- Expense Reporting: Track and submit expense reports for the executive
- Office Management: Overseeing daily office operations; order office supplies, and manage administrative tasks as needed
- Confidentiality: Maintain strict confidentiality regarding sensitive information
- Record keeping: Maintain and organize records, documents, and files
- Personnel support: Perform personnel administration and serve as subject matter expert for administrative matters
- Security: Ensure the security and confidentiality of sensitive information and documents
- Budgeting: Manage budgets and resources for office operations
- Problem solving: Addressing administrative issues and solving problems
Required Clearance
U.S. Citizen with an active Department of Defense SECRET security clearance
Required Skills and Experience
- 7+ years of related experience
- Knowledge of Navy correspondence manual requirements
- Possess strategic and critical thinking skills with ability to work independently
- Excellent Communication Skills: Strong written and verbal communication to effectively interact with internal and external stakeholders
- Organizational Skills: Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines
- Attention to Detail: Meticulous attention to detail to ensure accuracy in all tasks
- Proficiency in Microsoft Office Suite: Expertise in applications like Word, Excel, PowerPoint, and Outlook
- Calendar Management Skills: Efficiently managing complex schedules and coordinating appointments
- Discretion and Confidentiality: Ability to handle sensitive information with utmost confidentiality
Desired Skills and Experience
- Bachelor's degree or equivalent experience
- Proven experience as an Administrative/Executive Assistant in a fast-paced environment
- Strong interpersonal skills and ability to build rapport with executives and colleagues
- Experience with project management and coordinating complex events
- Experience with SharePoint a plus
- Prior Navy Yeoman or similar training/experience
EOE M/F/D/V
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