Executive Assistant

6 days ago

Fort Belvoir, Virginia, United States SAIC Full time

About the Role

SAIC is seeking a highly skilled and experienced Executive Assistant to provide administrative support to senior-level executives. The ideal candidate will have a strong background in office management, excellent communication skills, and the ability to work independently with minimal supervision.

Key Responsibilities

  • Provide administrative support to senior-level executives, including developing and coordinating responses to internal and external taskings, preparing briefings, editing documents, and obtaining documentation.
  • Track, monitor, and respond to taskings and suspenses, ensuring timely completion and follow-up.
  • Oversee office calendars, taskers, deadlines, and office distribution, ensuring seamless coordination and communication.
  • Manage executive schedules and de-conflict events, ensuring efficient use of time and resources.
  • Coordinate with other staff members within higher-level and subordinate organizations, fostering strong relationships and effective communication.
  • Plan, organize, execute, and document pre/post-support of workshops, training sessions, conferences, and meetings, ensuring successful outcomes and follow-up.
  • Prepare and conduct research for briefing materials, papers, program plans, and other administrative materials, demonstrating expertise and attention to detail.
  • Provide technical review of documents and read-ahead materials, ensuring accuracy and quality.
  • Maintain paper and electronic filing systems, ensuring organized and secure storage of sensitive information.
  • Track military and civilian personnel evaluations, recognition, awards, training, time and attendance, and other requirements, ensuring compliance and accuracy.
  • Track and analyze office workflow tasks using the Enterprise Task Management Software Solution (ETMS2), identifying areas for improvement and implementing solutions.
  • Develop and maintain SharePoint lists, libraries, wiki pages, web parts, sites, and sub-sites, ensuring efficient and secure storage of information.
  • Assist government personnel with domestic and international travel to accomplish mission requirements efficiently using the Defense Travel System (DTS) in compliance with the Joint Travel Regulations (JTR).
  • Coordinate and support senior leader travel and visitor activities, ensuring seamless execution and follow-up.
  • Facilitate strategic engagement planning and visit requests, ensuring effective communication and coordination.
  • Complete a variety of special projects, including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material, demonstrating expertise and attention to detail.
  • Coordinate with other SAIC A&AS staff for awareness of planned and ongoing activities, and tasks, ensuring effective communication and collaboration.

Requirements

  • Active Secret clearance, able to obtain Top Secret/SCI clearance.
  • Bachelor's degree (BA/BS) and 2 years of demonstrated experience working in a senior-level office environment, additional experience may be considered in lieu of a degree.
  • Must have specialized experience working with senior executives on a daily basis, including military or industry executive assistant experience, may be substituted in lieu of specific educational requirements.
  • Strong problem identification/resolution skills, flexibility, initiative, and proven ability to communicate and work with senior executives efficiently and effectively.
  • Must be a self-starter and able to perform all assigned duties independently and with minimal supervision in overseeing office operations and completing assigned tasks on time.
  • Strong command of the English language with exceptional technical review abilities (grammar, punctuation, formatting, etc.).
  • Extensive experience with the workflow associated with military and civilian evaluation systems, military promotion systems, training systems, awards systems.
  • Experience with official correspondence and records management.
  • Excellent computer skills with demonstrated proficiency/certifications in Microsoft products (Word, Excel, PowerPoint, Outlook, SharePoint, Teams).
  • Certification and extensive experience with SharePoint file organization, maintenance, and development.
  • Certification and demonstrated experience as an Organization Defense Travel Administrator (ODTA) in the Defense Travel System (DTS).
  • Certification and demonstrated experience employing Enterprise Task Management Software Solution (ETMS2).
  • Experience in project management.

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