Executive Assistant to Division Vice President & Program Manager

CNA - Arlington, VA

Hybrid - Arlington, VA

Professional, Scientific, and Technical Services

About the position

CNA is hiring for the Executive Assistant to the Division Vice President & FFRDC Program Manager. The division is the Strategy, Policy, Plans and Programs (SPP) division which supports the Navy and Marine Corps, as well as other DOD sponsors by providing regional expertise and analyses, political-military studies, and U.S. strategy and force assessments. SPP is a division within the FFRDC - the Federally Funded Research and Development Center. The Executive Assistant (EA) will play a vital role in managing the administrative duties for both the Division VP and the Program Manager of the FFRDC, coordinating special meetings, and managing conferences for the Division. This is a dynamic role with high impact for a mission-driven organization. CNA fosters an inclusive culture that values diverse backgrounds and perspectives. Our flexible and engaging work environment encourages iterative and creative collaboration at every stage of the problem solving process. Our employees are committed to helping clients develop effective solutions to better manage their programs through scientific, data-driven approaches. We are looking for creative and innovative individuals to help carry out our mission.

Responsibilities

• Provide overall administrative support to both the Division Vice President and PM of the FFRDC, including maintaining informational databases and files, managing calendar and assisting with time management & prioritization of tasks.
• Provide assistance and advice to staff on administrative issues.
• Create and tailor presentations, documents, and correspondence to meet the division's specific goals.
• Make extensive national and international travel arrangements, including orders and security clearances and prepare expense vouchers.
• Plan and organize logistics for conferences and other major events. Ensure that all details are taken care of including; meals / refreshments, conference room set-up, audio-visual equipment, hotel and travel arrangements for guests, honorariums, expenses, and appropriate administrative support during the event.
• Prepare and maintain documents for electronic publication.
• Answer and screen phone calls and may interface with and handle the needs of many high-level individuals including, foreign dignitaries, flag officers, and corporate management staff.
• Provide direction to division administrative assistants when needed and ensure production standards and administrative procedures are followed.
• Perform other duties as assigned.

Requirements

• Education: Bachelor's degree or equivalent work experience / instruction (i.e. specialized administrative training / work)
• Experience: Minimum of 5 years' high level administrative experience, including conference planning.
• Skills: Microsoft Office, Strong oral and written communication skills, Organizational skills, Technical skills (including graphics) & detail oriented, Minimum 60 wpm typing, Knowledge of Naval and Marine Corps terminology, Ability to work under pressure and complete a wide variety of assignments with little or no supervision while showing tact and initiative, Flexibility in dealing with changing priorities and due to the nature of the role, willingness to work extra hours if needed, Knowledge of CNA policies and procedures is a plus or ability to learn them quickly.

Benefits

• Hybrid Work Eligibility: This position is eligible for hybrid work arrangements at the discretion of the Supervisor. Employees may be required to work at CNA headquarters or other work locations resulting in changes to the scheduled hybrid work arrangements.
• Clearance: Ability to obtain and maintain a Secret level security clearance.