Executive Assistant

2 weeks ago

Tysons Corner, United States Logistics Management Institute Full time

Overview

LMI is a mission focused, government consulting firm, dedicated exclusively to advancing the management of the government. We are currently seeking an Executive Assistant based out of our Tysons, VA headquarters. This role will provide a full range of executive assistance and administrative functions, meeting planning and preparation, invoices and other business processes.

Responsibilities

* Strategically prioritize the CEO's and CFO's complex, detailed, and frequently changing schedules, needs, and agendas to advantageously maintain the executive's extremely busy calendars.
* It is the responsibility of the executive assistant to manage the CEO's and CFO's schedule, proactively managing calendar conflicts and ensuring they are briefed on their daily/weekly schedule to include last minute calendar shifts.
* Anticipate and manage the CEO's and CFO's needs related to scheduling meetings, events and conferences. Manages logistics for meetings and events while ensuring a highly detailed level of coordination and room for flexibility.
* The executive assistant will support the Program Manager of Executive Projects with preparing meeting agendas and provide needed background information to ensure the CEO and CFO are adequately prepared for meetings.
* For external/client engagements, the executive assistant will work with senior leadership team members and others to gather client information, needs, etc. to help the CEO and CFO prepare for their engagements.
* Make restaurant reservations for lunch/dinner meetings and coordinate catering for ELT and SLT meetings.
* Proactively plan for and arrange travel plans to include booking flights that work best for the CEO's and CFO's schedule, ground transportation (car service/car rentals) and hotel accommodations. Responsible for submitting travel expense authorizations and completing and tracking expense reports for reimbursement after the trip.
* Reconcile corporate credit card statements, coordinate advisor/vendor agreements, submit Purchase Requests, and ensure delivery of Purchase Orders. Process and track invoices for payment with Accounts Payable team.
* Assist CEO and CFO with support while they are in the Tysons office to include printing, connecting Zoom/Audio Visual components for hybrid meetings, ordering lunch for working meetings, escorting guests, offering refreshments, and ensuring executive office is kept in a professional manner.
* Manage a fast-paced work environment with time management, interpersonal and proactivity skills, and by leveraging professional network to manage schedules, negotiate conflicts, streamline communication, and establish relationships with internal departments and external stakeholders.
* The executive assistant should feel very comfortable communicating with the senior leadership team and other employees to support the CEO and the CFO in meeting their initiatives and closing out action items.
* Assist the Program Manager of Executive Projects with quarterly board and advisory meetings, to include handling meeting logistics and fielding general queries from board and advisory council members.
* Review, proofread, and edit materials to ensure they are grammatically correct, factual, and in approved format.
* Support the Program Manager of Executive Projects in scheduling and executing meetings and events, both at and outside of LMI in support of the CEO and CFO.
* Provide back-up support, when needed, to the Program Manager of Executive Projects and all LMI Executive Assistants. Schedule and facilitate Executive Assistant and Administrative Team meetings.
* Extensively use Microsoft Office Suite: create spreadsheets using Excel, prepare and edit PowerPoint presentations, use Word to edit and proofread documents.

Qualifications

* Bachelor's degree or higher preferred.
* 3-5 years of experience as a C-suite Executive Assistant in a business environment required.
* Proactivity is essential, identifying needs before the CEO and CFO as it pertains to calendar management, preparing for meetings, etc.
* Strong time management skills and ability to coordinate and prioritize projects and assignments with little supervision. Must be self-directed and detail oriented in completing assigned projects and tasks.
* Strong interpersonal and listening skills; the ability to think ahead, take initiative, and stay up-to-speed with constantly shifting priorities.
* Strong attention to detail. Must provide prompt, courteous, and professional service.
* Able to maintain absolute confidentiality in all business and personal matters required.
* Excellent written and verbal communication skills required. Ability to compose, write, edit, and proofread a variety of internal and external general business correspondence, memoranda, proposals, presentations, and management reports essential. Experience with Microsoft Suite required. Ability to work with others across the organization, communicating needs of the CEO and CFO to complete necessary tasks.
* Able to contribute to a professional work environment by demonstrating integrity, promoting teamwork, and fostering positive communication while balancing team priorities.
* Able to work effectively in a deadline-oriented environment is essential.
* Maintains flexibility to provide support before and after core work hours, especially when the executive is traveling.

SECURITY CLEARANCE STATEMENT:Applicants selected for this position could be subject to a government security investigation and will need to meet eligibility requirements for access to classified information. For this position, LMI will only consider applicants with current security clearances or applicants who are eligible for security clearances. Please note that only U.S. Citizens are eligible for a security clearance.

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