Executive Assistant

$65,000 - $67,000/Yr

Changeis - Washington, DC

Full-time - Senior

Washington, DC

Professional, Scientific, and Technical Services

About the position

The Executive Assistant position at Changeis is a hybrid role based in Washington, DC, offering a salary range of $65,000 to $67,000 per year. This role is pivotal in providing high-level administrative support to the directors, ensuring that their schedules are managed efficiently and that all necessary documentation is handled with precision. The Executive Assistant will be responsible for maintaining and monitoring the directors' calendars, scheduling meetings, and coordinating appointments to optimize their time and productivity. In addition to calendar management, the Executive Assistant will coordinate meetings using Microsoft Teams, create detailed agendas, and accurately type meeting minutes to ensure that all discussions and decisions are documented. Document management is a critical aspect of this role, requiring the assistant to proofread, format, and finalize documents, ensuring they are correctly entered into the Agencywide Documents Access and Management System (ADAMs). The handling of Official Use Only (OUO) documents will require a high level of discretion and confidentiality. The role also involves database entry, where the Executive Assistant will enter and manage both public and non-public documents, ensuring accuracy and confidentiality. Administrative support extends to providing training and assistance to Administrative Assistants in other divisions, as well as verifying and checking time and attendance records. The Executive Assistant will also be responsible for processing onboarding, offboarding, visitor announcements, and software request forms, ensuring they are distributed to managers for signatures. Maintaining office inventory, including ordering, receiving, and distributing supplies, is another key responsibility. Additionally, the Executive Assistant will coordinate event planning, including setup and catering for retirement parties and office meetings, showcasing their organizational skills and attention to detail.

Responsibilities

• Maintain and monitor the directors' calendars, scheduling meetings and coordinating appointments.
• Schedule meetings via Microsoft Teams, create detailed agendas, and accurately type meeting minutes.
• Proofread, format, and finalize documents, ensuring they are correctly entered into the Agencywide Documents Access and Management System (ADAMs).
• Handle Official Use Only (OUO) documents with discretion.
• Enter and manage both public and non-public documents in the database, ensuring accuracy and confidentiality.
• Provide training and assistance to Administrative Assistants in other divisions and verify and check time and attendance records.
• Process onboarding, offboarding, visitor announcement, and software request forms, ensuring they are distributed to managers for signatures.
• Maintain office inventory, including ordering, receiving, and distributing supplies.
• Coordinate event planning, including setup and catering for retirement parties and office meetings.

Requirements

• 10 years of experience as an Executive Assistant or similar administrative role.
• Proficiency in Microsoft Teams and other office software.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• High level of attention to detail and accuracy in document management.
• Ability to handle sensitive and confidential information with discretion.
• Experience with document management systems and databases.
• Previous experience in contract support and document processing is a plus.
• High school diploma or equivalent; additional qualifications as an Administrative Assistant or Executive Assistant are a plus.

Nice-to-haves

• Previous experience in an administrative role supporting senior management or executives.
• Experience with proofreading, document formatting, and database management.