Executive Assistant

Role Overview

• Support special initiatives and priority efforts assigned by the Executive Director or Senior Leadership, providing research, coordination, and follow-through to completion.
• Assist with knowledge management initiatives, including organizing and streamlining physical and electronic records, implementing standardized filing and retrieval processes, and coordinating the regular review and disposition of outdated materials.
• Manage the preparation, tracking, routing, and follow-up of formal Department correspondence and clearance packages to ensure accurate, timely, and compliant processing.
• Draft, update, and maintain Standard Operating Procedures (SOPs) for Executive Offices to promote consistent, efficient, and compliant business processes.
• Design, document, and implement technology-enabled workflows and tools to improve office efficiency, transparency, and information management.
• Maintain effective working relationships with internal and external stakeholders; exercise independent judgment to make decisions within delegated authority; and proactively anticipate leadership’s information and coordination needs.
• Screen and triage visitors, calls, and inquiries; route issues to appropriate staff; draft, review, and process routine, non-technical correspondence; and provide accurate, timely information as appropriate.
• Manage leadership calendars by scheduling and prioritizing meetings, adjusting appointments as needed, arranging alternate representation, and ensuring appropriate preparation and deconfliction.
• When required, coordinate all aspects of official travel, including transportation, lodging, passports, and visas; initiate and manage travel arrangements through E2; and prepare and process travel authorizations and vouchers.
• Coordinate and support meetings and events by scheduling sessions, preparing and distributing materials, reserving facilities, arranging visitor access and escorts, and providing on-site administrative assistance.
• Serve as backup to designated colleagues—including Time and Attendance responsibilities—to ensure uninterrupted office operations during absences or surges in workload.

Requirements

• Secret Clearance is required.
• Must be able to pass a background check.
• May require additional background checks as required by projects and/or clients at any time during employment.
• Excellent interpersonal and oral communication skills.
• Excellent customer service skills.
• Strong organizational skills, attention to detail, including follow-up on pending tasks.
• Proficient in MS Office, Word, Outlook, PowerPoint, and Excel.
• Timely, accurate, complete and up-to-date work products.
• Excellent written and oral communication skills.
• Excellent time management skills.
• Ability to operate significantly under own initiative and as part of a team, including drafting proposals and recommending effective approaches to tasks with minimal guidance.
• Ability to work with a wide variety of actors in the E Family and other Bureaus and offices, as well as with interagency and external partners.

Benefits

• Medical, Dental and Vision Insurance
• Wellness Program
• Flexible Spending Accounts (Healthcare, Dependent Care, Commuter)
• Short-Term and Long-Term Disability options
• Basic Life and AD&D Insurance (Company Provided)
• Voluntary Life and AD&D options
• 401(k) Retirement Savings Plan with matching after one year
• Paid Time Off