About the position
Naval Sea Systems Command (NAVSEA) is the Department of Navy's (DON) central activity for designing, engineering, integrating, building, and procuring U.S. Naval ships, shipboard weapons, and combat systems. NAVSEA's responsibilities also include the maintenance, repair, modernization, and conversion of in-service ships and their weapons and combat systems. The NAVSEA Executive Director's (ED) Executive Assistant/Executive Scheduler plays a crucial role in ensuring the smooth operation of the ED's schedule and supports a wide range of tasks that ensure the executive's day-to-day operations run smoothly. The candidate will provide administrative and analytical support services to the travel office, including monthly audits of travel reports and expense reports.
Responsibilities
- Manage the executive's calendar, including scheduling meetings, appointments, and travel.
- Handle phone calls and correspondence, often screening and prioritizing messages.
- Draft, edit, and review documents, reports, and presentations for the executive.
- Maintain and organize files and records, both digital and physical.
- Coordinate logistics for meetings, including room reservations, equipment setup, and materials preparation.
- Serve as the point of contact for scheduling-related inquiries.
- Ensure the executive is well-informed about upcoming meetings and events.
- Handle phone calls, emails, and messages related to scheduling.
- Arrange business travel, including booking flights, hotels, and car services.
- Prepare detailed itineraries, ensuring the executive has all necessary documents and information for their trips.
- Handle changes to travel plans and troubleshooting travel issues.
- Build effective, collaborative relationships with the executive, other team members, and internal and external stakeholders.
- Handle sensitive and confidential information with the utmost discretion.
- Address issues as they arise, whether related to the executive's schedule, logistics, or unforeseen problems.
- Proactively find solutions to potential problems to minimize disruption to the executive's day.
Requirements
- Seasoned Executive Assistant (3 to 10 years' experience), able to work closely with the lead Executive Assistant, to ensure smooth operations for the Executive Director.
- Effective verbal and written communication (interpersonal skills).
- Competent, organized, and attention to detail.
- Positive, cheerful, even-tempered, polished, and demonstrates decorum.
- Flexible, reliable, helpful, and self-sufficient team player.
- Must be a U.S. citizen.
- Must have a Secret Security Clearance.
