Executive Assistant

Arctic Slope Regional Corporation - Washington, DC

Full-time - Mid Level

Washington, DC

Support Activities for Mining

About the position

The Executive Assistant will play a crucial role in supporting a high-level government executive at NASA HQ in Washington, DC. This position involves managing the executive's calendar, which includes tracking their location and meeting attendance, proactively adjusting for any meeting conflicts, and ensuring efficient time management. The Executive Assistant will coordinate with both internal and external stakeholders to confirm and arrange meetings, logistics, and other details necessary for the smooth operation of the office. In addition to calendar management, the Executive Assistant will engage in planning administrative and logistical support for designated meetings, launches, and high-level events. The role requires a proactive approach to ensure that all activities within the office occur seamlessly. The individual will work independently with limited supervision to successfully plan, organize, and implement various support activities. This includes serving as a liaison with staff and NASA leadership to coordinate and track deliverables and actions. The Executive Assistant will also provide project analysis and administrative support, which involves integrating various inputs and data sets, editing letters or correspondence, and compiling information to ensure that processes and documentation align with NASA policies. Responsibilities extend to coordinating travel for government staff, including booking travel, obtaining related approvals, and handling travel vouchers. Additional projects may involve coordinating issues with government and international personnel nationwide, analyzing data, providing statistical analysis, creating reports, and producing metrics or assisting with special projects. The role may also include generating and compiling SCaN presentations and deliverables, proofreading and editing documents for consistency and clarity, and creating presentations, charts, graphs, and spreadsheets related to office activities. Regular uploading of files to a central online repository and using online applications for scheduling meetings and tracking actions will also be part of the job. This position is primarily onsite at NASA HQ, likely 4-5 days a week, with potential remote work when the NASA customer is traveling.

Responsibilities

• Manages the calendar of a high-level government executive, tracking location and meeting attendance, and adjusting meeting conflicts.
• Coordinates with internal and external stakeholders to confirm and coordinate meetings, logistics, and details.
• Ensures activities within the office occur smoothly and efficiently.
• Engages in planning administrative and logistics support for designated meetings, launches, and high-level events.
• Performs other related administrative and coordination tasks in support of customer activities.
• Works independently with limited supervision to plan, organize, and implement support activities.
• Serves as an interface with staff and NASA leadership to coordinate and track deliverables and actions.
• Provides project analysis and administrative support, including integrating various inputs and data sets, editing correspondence, and compiling information.
• Ensures processes and documentation are consistent with NASA policies.
• Coordinates travel for government staff, including booking travel and handling vouchers.
• Analyzes data, provides statistical analysis, creates reports, and assists with special projects.
• Generates presentations, charts, graphs, correspondence, spreadsheets, and other documents related to office activities.
• Uploads files regularly to a central online repository and uses online applications for scheduling meetings and tracking actions.

Requirements

• Must be proficient with MS Office (Word, Excel, PowerPoint, and Outlook), with advanced skills in Excel and PowerPoint preferred.
• Ability to multi-task and meet deadlines in a timely manner.
• Strong organizational skills and attention to detail in a fast-paced environment.
• Possess strong interpersonal and communication skills.
• Team player as well as able to work independently.
• Must be a U.S. Citizen and able to obtain a government-issued Secret clearance.
• A Bachelor's degree is required, along with 5 to 10 years of experience or more.
• NASA experience is greatly beneficial.