Full-Time Executive Assistant
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Job Description
Position: Executive Assistant
Job Purpose: Under general supervision, provide administrative support in an office environment with a variety of moderate to complex tasks and functional activity. Provide support to leadership of an Information Technology (IT) department and the management of projects within their purview.
Job Duties Include: The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign additional duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.
- Prepare and edit correspondence, communications, presentations and other documents
- Manage and maintain executives’ schedules, appointments and travel arrangements
- Support the Project / Program Management functions across an IT department
- Collect and track project requirements and timelines (e.g., staff certification requirements and deadlines; software license expiration dates; etc.)
- Assist with task tracking and follow-up
- Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution
- File and retrieve documents and reference materials
- Conduct research, collect and analyze data to prepare reports and documents
- Prepare agendas and make meeting arrangements
- Record, transcribe, and distribute meeting minutes
- Monitor, screen, respond to and distribute incoming communications
- Answer and manage incoming calls
- Liaise with internal staff at all levels
- Interact with external clients and vendors
- Coordinate project-based work
- Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
Skills/Qualifications: Organizational and planning skills, excellent communication and problem solving skills, attention to detail and accuracy, solid judgment and decision-making ability, takes initiative and is adaptable. Enthusiasm for project management and process improvement.
Military Installation Access: This position resides on a military installation. Must be able to qualify for and obtain a base access pass.
Clearance: Must be able to obtain a Secret security clearance or currently hold a clearance.
Education and Experience: This position requires at least three years’ experience providing executive support and office management. Limited experience with project management or support to project managers. Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite. Knowledge of standard office administrative practices and procedures. Bachelor’s degree preferred. Experience in or work for the U.S. military or DoD is highly desirable.
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