Executive Administrative Assistant

Unclassified - Arlington, VA

Full-time - Mid Level

Arlington, VA

About the position

Our client is seeking a highly organized and proactive Executive Assistant to support a large Federal organization with a formalized structure. This hybrid position requires 3-4 days of onsite presence in Arlington, VA, and involves a wide range of clerical, secretarial, and administrative tasks to ensure the smooth operation of the organization. The Executive Assistant will play a crucial role in facilitating communication, managing schedules, and organizing events, all while maintaining a high level of professionalism and attention to detail. Key responsibilities include providing comprehensive clerical and secretarial support, preparing and developing correspondence, reports, memorandums, presentations, and other communication materials for distribution both on-site and off-site. The Executive Assistant will also be responsible for reviewing correspondence for signatures from staff, supervisors, or senior managers, ensuring proper format, procedural compliance, and accuracy. Additionally, the role involves monitoring and tracking correspondence in approved databases to meet suspense requirements and distributing correspondence in accordance with approved guidelines and processes. Event planning and coordination are also significant aspects of this position. The Executive Assistant will plan, coordinate, and organize events for Federal staff, including on-site and off-site events. This includes submitting presentations, securing necessary equipment, taking attendance, and distributing meeting documents. The role requires the ability to operate equipment such as projectors and computers as needed. Scheduling and calendar management are critical components of the job. The Executive Assistant will monitor a broad range of communications to make scheduling determinations and recommendations, maintain the daily schedule of assigned Federal staff, and schedule and maintain a calendar of meeting spaces within the organization. Effective communication is essential, as the Executive Assistant will need to understand the mission, objectives, and organizational structure to facilitate effective communication and interface with Government and contractor executives. Other responsibilities include maintaining assigned files and record systems in accordance with DOE-approved guidelines, ordering and maintaining an approved inventory of standard office supplies, assisting Federal staff with time and attendance submissions, coordinating official travel requirements, managing reception and call handling, and scheduling video teleconferences. This position requires a proactive individual who can multitask and prioritize effectively while maintaining a high level of accuracy and attention to detail.

Responsibilities

• Provide comprehensive clerical and secretarial support to a large Federal organization.
• Prepare and develop correspondence, reports, memorandums, presentations, and other communication materials for distribution.
• Review correspondence for signatures from staff, supervisors, or senior managers, ensuring proper format, procedural compliance, and accuracy.
• Monitor and track correspondence in approved databases to meet suspense requirements.
• Plan, coordinate, and organize events for Federal staff, including on-site and off-site events.
• Monitor a broad range of communications to make scheduling determinations and recommendations.
• Maintain the daily schedule of assigned Federal staff.
• Schedule and maintain a calendar of meeting spaces within the organization.
• Interface with Government and contractor executives to facilitate activities as assigned.
• Maintain assigned files and record systems in accordance with DOE-approved guidelines.
• Order and maintain an approved inventory of standard office supplies for assigned staff.
• Assist Federal staff with the completion of time and attendance submissions and maintain records as required.
• Assist Federal staff with official travel requirements.
• Receive telephone calls and visitors, directing them to the appropriate Federal staff or redirecting as necessary.
• Schedule, coordinate, and set up video teleconferences.

Requirements

• Proven experience in providing clerical and secretarial support within a formalized organization.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to operate office equipment such as projectors, computers, and duplication machines.
• Familiarity with scheduling and calendar management.
• Experience in event planning and coordination.
• Strong attention to detail and accuracy in document preparation and review.
• Ability to interface effectively with Government and contractor executives.
• Knowledge of file and record management systems.