Executive Assistant

SAIC - Reston, VA

Full-time

Reston, VA

10,001+ employees

Professional, Scientific, and Technical Services

About the position

The ideal candidate will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion in a dynamic environment. This position requires a proactive approach to managing a diverse range of administrative tasks that are critical to the success of the organization. The candidate will be responsible for managing an extremely active calendar of appointments, completing expense reports, composing and/or editing correspondence that are sometimes confidential, arranging complex and detailed travel plans, itineraries, and agendas, and compiling documents for travel-related meetings. In addition to these tasks, the candidate will plan, coordinate, and ensure that the schedule is followed and respected. Effective communication with internal and external stakeholders is essential, as is the ability to demonstrate leadership and professional maturity to build relationships crucial to the success of the organization. The candidate must engender credibility and trust with all levels of staff and executive leadership. The role requires the ability to proactively take charge of situations, understanding the importance and urgency of issues while maintaining a calm and organized environment. The candidate will use independent judgment, initiative, and tact to make administrative decisions, resolve issues, and escalate to the appropriate areas in a timely manner, with careful regard for confidentiality and in accordance with the company's policies and procedures. The candidate will constantly look for ways to increase organization, improve efficiency, and solve problems while consistently meeting deadlines. Researching, prioritizing, and following up on incoming issues and concerns will be part of the role, determining the appropriate course of action, referral, and/or response. The candidate will partner with key administrative staff across the enterprise and provide a bridge for smooth communication between other parts of the company, while also performing other administrative duties as assigned.

Responsibilities

• Completes a broad variety of administrative tasks including managing an extremely active calendar of appointments.
• Completes expense reports and composes and/or edits correspondence that are sometimes confidential.
• Arranges complex and detailed travel plans, itineraries, and agendas.
• Compiles documents for travel-related meetings.
• Plans, coordinates, and ensures the schedule is followed and respected.
• Communicates with internal and external stakeholders.
• Demonstrates leadership and professional maturity to build relationships crucial to the success of the organization.
• Proactively takes charge of situations and understands the importance and urgency of issues while maintaining a calm and organized environment.
• Uses independent judgment, initiative, and tact to make administrative decisions and resolve issues.
• Constantly looks for ways to increase organization, improve efficiency, and solve problems while consistently meeting deadlines.
• Researches, prioritizes, and follows up on incoming issues and concerns and determines appropriate course of action, referral, and/or response.
• Partners with key administrative staff across the enterprise and provides a bridge for smooth communication between other parts of the company.
• Performs other administrative duties as assigned.

Requirements

• High school diploma and eight years' related work experience, preferably supporting a large organization.
• Strong written and verbal communication skills.
• Advanced level of skills and experience with Microsoft PowerPoint, Excel, and Word.
• Excellent calendar management skills, including the coordination of complex executive-level meetings, and strong working knowledge of Microsoft Outlook.
• Exceptional organizational skills, attention to detail, and ability to work independently.
• Sound judgment and ability to manage through disagreements and conflict to achieve resolution.
• Ability to remain calm under pressure and effectively manage new/shifting responsibilities and priorities.
• Ability to handle multiple, complex tasks at any given time.
• Ability to tolerate stress and be adaptable, flexible, persistent, versatile, and handle multiple projects and re-prioritizations.
• Excellent analytical problem-solving skills and use of common sense to anticipate and resolve challenges or obstacles resourcefully with diplomacy, efficiency, and timeliness.
• Ability to interface with internal and external stakeholders with professional maturity, confidentiality, and discretion.
• Flexible outlook and attitude and willingness to accept additional assignments and work outside of core hours as required.