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Executive Assistant

4 months ago

Bethesda, United States ACI Federal Inc., Staffing Division Full time

**ACI Federal** is seeking a highly ambitious, adaptable, structured, and detail-oriented **_Executive Assistant_** to join our vibrant team located in **Rockville, MD**.

** US citizenship required - No C2Cs, sponsorships, etc. **

** Must be located in or near Rockville, MD - This is an onsite position **

This is a high Level position which will directly support the Executive Officer (EO) of the Institute. This individual will be interacting with a wide variety of stakeholders including Senior Leaders. This individual will assist the EO in a wide variety of items from managing the EO's calendar, filing, answering phones, PowerPoint Presentation, maintaining various tracking lists, etc.

**Deliverables**:

- Maintain Executive's Calendar
- Answer Institute Phones
- Will work on site when Executive is on site toprovide executive support.
- Update Various Distribution Lists for the Executive as needed.
- Generate, update, maintain, and tracking of various documents for the Executive. Examples include but are not limited to: PowerPoint Presentations, version control on documents, filing, advanced excel use, Word Documents, Flyers, etc.
- Create and maintain tracking of items for the Executive and the IC as needed
- Coordinate meetings or events for the IC. Examples of some of the scheduling include but are not limited to: IC Orientation, IC presentations, Retirement celebrations.
- Attending meetings as needed with the Executive and as needed will run the presentation slides, documents, or other items for the meeting for the Executive.
- Validate Parking for IC
- Developes and maintains Excel documents utilizing advanced excel knowledge and skills for the Executive which include analytics
- Reviews various items for consistency, accuracy, clarity, grammar, etc. for the Executive
- Generates draft documents for the Executive to review and incorporates feedback from into into the documents. Some examples include (but not limited to): memos, PowerPoint Presentation, various forms of communications
- Maintain the Office of Administrative Management Sharepoint intranet site and other sharepoint sites as needed.
- The Institute is fast paced and the individual will need to be able to handle multiple priorities at the same time, change direction/priorities quickly, and alert the executive to items which require their immediate attention.

**Work Details**:

- Provide Technical knowledge and support in developing and evaluating the fellowship program, establishing
- process and procedures and maintaining files.
- Prepare various packages from personnel, to orientation slides, powerpoints, PDFs, etc. to including the tracking of the various statuses.
- Produces various detailed reports for use by upper management.
- Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities
- Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities
- Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
- Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks.
- Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
- Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities.
- Make recommendations to resolve problems that arise.
- Provide executive expertise needed to coordinate, improve and oversee the overall functioning of the office.
- Provide high-level administrative task support within the Branch.
- Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
- Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.
- Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization?s strategic plans.
- Schedules and maintains an accurate tracking system of all activities.
- Schedule and maintain tracking system for all activities.
- Coordinate inter-office activities; inform staff when issues/concerns arise, so that proper actions can be taken.
- Keep government abreast of all commitments via the maintenance of daily calendar.
- Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
- Expertise in maintaining an Executive's calendar, coordinating high level meetings, working with the executive to learn the executives st