Executive Administrative Assistant

2 weeks ago

CALIFORNIA, United States SAIC Full time

Description

SAIC is seeking an Executive Administrative Assistant to provide executive level management and administrative support to the Naval Aviation Account Vice President and other executive leadership.

The Executive Assistant often works independently with little or no supervision and interacts with Executive Leadership and SAIC staff at all levels in a dynamic and fast-paced environment. Absolute confidentiality, attention to detail and a high degree of professionalism are critical to this position. This role is located in Patuxent River, MD and provides remote options. (Must be on- site 3 days per week).

Primary responsibilities include the following:

  • For the VP and other leaders within the group, manage the calendar, email, internal and external commitments, and meetings and special events, to ensure that efficiency, due dates are met, and schedules optimized

  • Keep track of tasks, schedules and due dates for deliverables and data calls

  • Ensure the VP is prepared for meetings with logistics, pre-reads, pre-meetings, etc. scheduled as needed

  • Proactively take charge of situations and understand the importance and urgency of issues while maintaining a calm and organized environment

  • 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

  • Review and manage VP email inbox to identify urgent issues, task items to be completed, manage due dates, etc.

  • Communicate directly, and on behalf of VP, with internal and external stakeholders

  • Research, prioritize, and follow up on incoming issues and concerns and determine appropriate course of action, referral, and/or response

  • Partner with key administrative staff across the enterprise and provide a bridge for smooth communication

  • Demonstrate leadership and professional maturity to build relationships crucial to the success of the organization

  • Engender credibility and trust with all levels of staff and executive leadership

  • Plan networking/teambuilding and special events for staff and external audiences as needed

  • Arrange complex and detailed travel plans, itineraries and agendas

  • Prepare confidential documents, agendas, and presentations to be presented by the Executives both internally and externally

  • Maintain files; make copies and other administrative duties as assigned

  • Manage all aspects of office administration using independent thinking and judgment with sole discretion for office procedures

  • Makes discriminating decisions regarding the distribution/flow of information and work

  • Manage organizational chart

  • Ability to work independently

  • Seeks areas and tasks for process improvements

  • Uses discretion in all work activities

  • Communicates proactively and promptly

  • Responsive to all requests in a professional and timely manner

  • Be a champion for SAIC and SAIC's Naval Aviation Account

  • Promote SAIC Citizenship and community events

Qualifications

Required Education and Experience:

  • Bachelor's degree and three (3) + years of related work experience supporting leaders, preferably within a large organization. Will accept experience in lieu of a degree

  • Must be a US Citizen with the ability to obtain a Secret level clearance

  • Advanced level of skills and experience with Microsoft Outlook, PowerPoint, Excel, Sharepoint and Word

  • Excellent calendar management skills, including the coordination of complex executive-level meetings, and strong working knowledge of Microsoft Outlook

  • Strong ability to facilitate virtual meeting on Zoom and Microsoft Teams, including starting, taking notes as needed, collecting agendas and distributing assigned tasks

  • Exceptional organizational skills, attention to detail, and ability to work independently

  • Sound judgment and ability to manage through disagreements and conflict to achieve resolution

  • Excellent analytical problem-solving skills and use of common sense to anticipate and resolve challenges or obstacles resourcefully with diplomacy, efficiency and timeliness

  • Strong written and verbal communication skills and ability to interface with internal and external stakeholders with professional maturity, confidentiality and discretion

  • Enthusiastic, positive, and personable working style with ability to relate well to others and to be a productive and positive member of the team

  • Flexible outlook and attitude and willingness to accept additional assignments and work outside of core hours if needed

  • Ability to remain calm under pressure, effectively manage new/shifting responsibilities priorities, and 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

  • Experience dealing with Executives in an administrative capacity

SAIC accepts applications on an ongoing basis and there is no deadline.

Covid Policy: SAIC does not require COVID-19 vaccinations or boosters. Customer site vaccination requirements must be followed when work is performed at a customer site. REQNUMBER: 2411208

SAIC is a premier technology integrator, solving our nation's most complex modernization and systems engineering challenges across the defense, space, federal civilian, and intelligence markets. Our robust portfolio of offerings includes high-end solutions in systems engineering and integration; enterprise IT, including cloud services; cyber; software; advanced analytics and simulation; and training. We are a team of 23,000 strong driven by mission, united purpose, and inspired by opportunity. Headquartered in Reston, Virginia, SAIC has annual revenues of approximately $6.5 billion. For more information, visit saic.com. For information on the benefits SAIC offers, see Working at SAIC. EOE AA M/F/Vet/Disability

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