Executive Administrative Assistant

$75,000 - $85,000/Yr

Chenega Corporation - Washington, DC

Full-time - Entry Level

Washington, DC

Administrative and Support Services

About the position

The Executive Administrative Assistant will provide comprehensive administrative and technical support to Senior Leadership within the Department of Transportation Office of the Under Secretary for Policy. This role is crucial for ensuring efficient operations, managing executive schedules, and facilitating communication within the office and with external stakeholders.

Responsibilities

• Interface professionally with internal and external agency personnel and visitors to arrange and manage meetings.
• Coordinate high-quality documents and presentations, providing clear and concise direction and advice in response to administrative requests.
• Direct action to appropriate team members and/or office when calls or visits do not require the attention of the Principal.
• Manage and coordinate conflict-free calendar management, schedule executive meetings, handle all meeting logistics such as agendas and audio-teleconferencing setups, and prepare meeting documentation.
• Manage Outlook contract list, screen all incoming calls to the Executive, and route to appropriate individuals or offices, handling confidential and sensitive documents.
• Monitor, track, and assist Executive Director with all speaking engagement logistics and manage all correspondences (incoming and outgoing).
• Work collaboratively with other executive assistants to ensure continuity of day-to-day operations.
• Collaborate with assistants and departments to obtain materials for meetings, speeches, and conferences, and manage staff materials such as meeting agendas and attendee lists.
• Proofread all documents for errors, formatting, and compliance with department policy, and edit PowerPoint presentations as required.
• Greet and escort visitors, coordinate all travel logistics for local, domestic, and international travel.
• Process and submit expense reports promptly, assist with interview logistics, and onboarding logistics for new employees.
• Maintain team calendars, order office supplies and technology equipment, arrange catering for meetings, and manage audio-visual conference setups.

Requirements

• Bachelor's degree in Business Administration, Communications, or a related discipline is a plus; relevant professional experience can be considered commensurate with a formal degree.
• More than 5 years of experience supporting an Executive Level position.

Benefits

• Paid Time Off (PTO) - 5.67 hours accrued per pay period / 136 hours accrued annually
• Paid Holidays - 11
• Health & Wellness benefits including Medical, Dental, Vision, Prescription, Employee Assistance Program, Short- & Long-Term Disability, Life and AD&D Insurance
• Flexible Spending Account, Health Savings Account, Health Reimbursement Account, Dependent Care Spending Account, Commuter Benefits
• 401k / 401a retirement plan
• Voluntary Benefits including Hospital Indemnity, Critical Illness, Accident Insurance, Pet Insurance, Legal Insurance, ID Theft Protection