Executive Administrative Assistant

SAIC - California, MD

Full-time - Mid Level

California, MD

Professional, Scientific, and Technical Services

About the position

SAIC is seeking an Executive Administrative Assistant to provide executive level management and administrative support to the Naval Aviation Account Vice President and other executive leadership. The Executive Assistant often works independently with little or no supervision and interacts with Executive Leadership and SAIC staff at all levels in a dynamic and fast-paced environment. Absolute confidentiality, attention to detail and a high degree of professionalism are critical to this position. This role is located in Patuxent River, MD and provides remote options, requiring onsite presence for 3 days per week. Primary responsibilities include managing the calendar, email, internal and external commitments, and meetings and special events for the VP and other leaders within the group. The Executive Assistant will keep track of tasks, schedules, and due dates for deliverables and data calls, ensuring that the VP is prepared for meetings with logistics, pre-reads, and pre-meetings as needed. Proactive management of situations is essential, as is the ability to maintain a calm and organized environment while understanding the importance and urgency of issues. The role requires the use of independent judgment, initiative, and tact to make administrative decisions, resolve issues, and escalate matters to the appropriate areas in a timely manner, all while maintaining confidentiality and adhering to company policies. The Executive Assistant will also review and manage the VP's email inbox, communicate directly with internal and external stakeholders on behalf of the VP, and research, prioritize, and follow up on incoming issues and concerns. Building relationships with key administrative staff across the enterprise is crucial for smooth communication and organizational success. Additional responsibilities include planning networking and team-building events, arranging complex travel plans, preparing confidential documents and presentations, maintaining files, and managing all aspects of office administration. The Executive Assistant will be expected to seek areas for process improvements, communicate proactively, and respond to requests in a professional and timely manner, all while championing SAIC and its Naval Aviation Account.

Responsibilities

• Manage the calendar, email, internal and external commitments, and meetings for the VP and other leaders.
• Keep track of tasks, schedules, and due dates for deliverables and data calls.
• Ensure the VP is prepared for meetings with logistics, pre-reads, and pre-meetings as needed.
• Proactively take charge of situations and maintain a calm and organized environment.
• Use independent judgment to make administrative decisions and resolve issues.
• Review and manage the VP's email inbox to identify urgent issues and task items.
• Communicate directly with internal and external stakeholders on behalf of the VP.
• Research, prioritize, and follow up on incoming issues and concerns.
• Partner with key administrative staff across the enterprise for smooth communication.
• Plan networking and team-building events for staff and external audiences.
• Arrange complex travel plans, itineraries, and agendas.
• Prepare confidential documents, agendas, and presentations for executives.
• Maintain files and perform other administrative duties as assigned.
• Manage all aspects of office administration using independent thinking and judgment.
• Make decisions regarding the distribution and flow of information and work.
• Manage the organizational chart and seek areas for process improvements.

Requirements

• Bachelor's degree and three (3) + years of related work experience supporting leaders, preferably within a large organization. Will accept experience in lieu of a degree.
• Must be a US Citizen with the ability to obtain a Secret level clearance.
• Advanced level of skills and experience with Microsoft Outlook, PowerPoint, Excel, Sharepoint, and Word.
• Excellent calendar management skills, including coordination of complex executive-level meetings.
• Strong ability to facilitate virtual meetings on Zoom and Microsoft Teams.
• Exceptional organizational skills and attention to detail.
• Sound judgment and ability to manage through disagreements and conflict.
• Excellent analytical problem-solving skills and common sense to anticipate and resolve challenges.
• Strong written and verbal communication skills with professional maturity.
• Enthusiastic, positive, and personable working style.
• Ability to remain calm under pressure and manage multiple complex tasks.

Nice-to-haves

• Experience dealing with Executives in an administrative capacity.