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Senior Executive Assistant

4 months ago

Arlington, United States Marathon TS Full time
Senior Executive Assistant
Arlington VA (Rosslyn) / Hybrid

Marathon TS is seeking a Senior Executive Assistant that will support a senior leader of a Military Health client with scheduling, organization, and administrative tasks.

This position involves scheduling (and rescheduling) meetings, booking (and unbooking) travel, managing logistics, and keeping up with the fast pace of the leader's work week. The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of Senior Management Team that report to cross-government stakeholders. To perform this job successfully, the individual is expected to handle highly sensitive and confidential and institutional information while exercising professionalism and discretion.

In this role you will be responsible for performing more than administrative tasks; you will be the leader's "right-hand person” helping enable them to advance initiatives and goals. You will be responsible for filtering and attending to the day-to-day functions that are part of the leader's role so that they can focus on the high-level leadership and strategy functions.

This client is a hybrid organization, and this role is expected to be onsite at the Rosslyn, VA when the demands of the job require (e.g. when leaders are onsite, prepping for meetings, etc.).

This role will work closely with stakeholders from the prime contractor, government contractors, and federal employees.

JOB RESPONSIBILITIES:
Proactive thought partner and managing your Executive's time in a fast-paced, high volume, and ever-changing client service environment
  • Owns and drives calendar/complex meeting scheduling
  • Coordinating end-to-end travel needs, including booking all travel and hotels, directions, commuting time and ground transportation
  • Processing timesheets and expenses on a timely basis
  • Supporting administrative aspects of executive internal and external commitments

Building effective working relationships with key stakeholders
  • Executives – Understands priorities and exercises sound judgment to make appropriate trade-off
  • Government officials and their Assistants – facilitate the scheduling process and relevant communications with friendly professionalism and high attention to detail; build stakeholder relationships

Proactively leaning in to support high leverage activities
  • Conducting research and gathering information
  • Assisting with the creation and preparation of materials – slides, proposals, onboarding decks, including proofreading and copying/binding
  • Additional items that you feel may be helpful – be creative and think outside the box
  • Keeping them informed of critical information they may not be aware of
  • Guiding them toward making right decisions about use of time
  • Taking initiative to bring things "from the back burner to the front burner"
  • Performing other duties as assigned or required, including some personal support; responsibilities will vary

BASIC JOB REQUIREMENTS:
  • U.S. citizenship required
  • Security clearance level Secret required
  • Bachelor's degree preferred
  • Three to five years' prior experience in supporting a senior executive or team in a fast-paced environment (extremely fast paced)
  • Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
  • Exceptional writing, editing, and proofreading skills
  • Demonstrated leadership and/or customer service experience
  • Excellent organization and time-management skills
  • Government consulting experience preferred, but not required


KEY COMPETENCIES:
  • Meticulous attention to detail and follow-through is a must; performs tasks with high degree of accuracy, efficiency, and timeliness
  • Excellent organization and time management skills; ability to meet deadlines
  • Ability to handle competing priorities and work effectively in a challenging, fast-paced environment
  • Ability to work independently, set priorities, plan workflow, and take initiative to overcome obstacles
  • Able to team with others and to achieve desired outcomes and meet expectations
  • Recognize and maintain highest levels of confidentiality
  • Strong interpersonal and communication skills to develop effective working relationships with staff while demonstrating a positive, personal, and professional image; highly responsive
  • Ability to represent the prime contractor brand well to a variety of external audiences, including search firms and candidates
  • Ability to handle difficult situations with poise, tact and to maintain confidentiality at all times and exhibit good judgment
  • Excellent verbal and written communication skills
  • High customer service orientation – highly responsive, strong interpersonal and communication skills, wants to deliver great results at all times; obsessed with acts of service
  • Organized – excellent at time and project management, has clear systems and composure to deal with multiple tasks at once and ensures everything gets done in a timely manner
  • Team player – proactively seeks opportunities to help others; will go above and beyond in order to get the job done
  • Good judgment – highly professional and diplomatic, knows when to ask for help or advice, is perceptive and practical
  • Trustworthy – a vault (you will be privy to confidential information)
  • Flexibility – doesn't get frustrated by priorities changing; open to feedback, adjusts to different working styles
  • Self-motivated – a "can-do" attitude with an entrepreneurial spirit and a desire to take on an increasing level of responsibilities
  • Passion – hone your "superpower” and bring your true authentic self to work
  • Someone who exhibits sound judgment with the ability to prioritize and make decisions
  • Energetic and eager to tackle new projects and ideas
  • Comfortable interacting with high-level executives
  • A team player capable of cultivating productive working relationships. Resourceful, can-do attitude


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Marathon TS is committed to the development of a creative, diverse and inclusive work environment. In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Marathon TS will be based on merit, qualifications, and abilities. Marathon TS does not discriminate against any person because of race, color, creed, religion, sex, national origin, disability, age or any other characteristic protected by law (referred to as "protected status").