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Senior Executive Assistant

2 months ago

Orlando, Florida, United States FEDSYNC Full time
Position Overview

At FedSync, we embody the principles of Accountability, Integrity, Teamwork, Value, Innovation, and Quality. Our vision is to collaborate with pioneering thinkers and innovative personalities to provide solutions that anticipate future challenges. Our mission is to equip federal agencies with innovative and effective solutions, enhancing their capabilities to meet tomorrow's demands. Our people are our greatest asset.

Role Objective: The primary goal of this position is to provide comprehensive support to various projects, programs, or events associated with NASA. The ideal candidate will exhibit a strong background in delivering routine program and project assistance, as outlined below. The candidate will maintain a close and responsive relationship with the supervisor and team, working independently with minimal supervision while executing diverse project-related tasks.

Key Responsibilities:

  • Independently manage projects that require research and the preparation of presentation materials using various Microsoft Office tools, including Outlook, Excel, Word, PowerPoint, SharePoint, O365 profiles, Teams, and Adobe Acrobat.
  • Offer administrative support to executive staff and the Administrative Office, handling responsibilities such as budgeting, personnel records, and payroll to ensure smooth operational functions.
  • Support and coordinate office activities in administrative, clerical, and secretarial domains, assisting the NASA Administrative Specialist with clerical tasks and fostering positive relationships with the executive secretarial team.
  • Provide assistance to executive staff for multiple projects, programs, or events.
  • Demonstrate strong planning and organizational skills to effectively coordinate office operations and recommend improvements in administrative processes.
  • Perform all tasks proficiently, whether working onsite or remotely.
  • Engage proactively with the team to facilitate effective communication through both in-person and remote channels.
  • Prepare various documents independently, including briefing charts, letters, and other presentation materials.
  • Draft responses to administrative inquiries and manage office correspondence efficiently.
  • Adhere to policies regarding Controlled Unclassified Information (CUI) and protect confidential information shared in professional communications.
  • Safeguard sensitive information in compliance with NASA's requirements.
  • Manage daily staff calendar appointments, exercising full authority over scheduling commitments.
  • Organize and execute travel arrangements and budgeting independently.
  • Act as the primary point of contact for personnel matters, including administration, compliance activities, and awards.
  • Oversee the work of junior clerical staff, ensuring that administrative services are efficient and responsive to office needs.
  • Maintain proficiency in electronic tracking systems for presentations and records.
  • Summarize lengthy documents and reports, briefing staff on routine matters.
  • Coordinate frequently with other Executive Assistants to support senior management and NASA Headquarters.
  • Utilize formal procedures to track work coordination both within and outside the office.
  • Perform additional duties as assigned by the Project Manager or Supervisor.

Qualifications:

  • Proven experience in providing support for various projects, programs, or events.
  • Strong knowledge and skills in executive assistant support, with a focus on implementing policy guidance and instructions while maintaining awareness of KSC administrative processes.
  • Self-motivated and independent, capable of working with minimal guidance.
  • Exceptional customer service skills, representing the Front Office to stakeholders with a focus on service orientation.
  • Ability to collaborate effectively with other Executive Assistants across NASA centers.
  • Strong multitasking and organizational skills to manage competing demands and priorities.
  • Proficiency in Microsoft Office applications, particularly Outlook, Word, PowerPoint, and Excel.
  • Expertise in managing complex calendars and scheduling.
  • Excellent time management skills, adept at tracking meetings and managing multiple calendars.
  • Strong oral and written communication skills, with attention to detail in correspondence.
  • Good judgment in handling last-minute changes to executive schedules.
  • Skilled in addressing administrative issues and inquiries from various stakeholders.
  • Ability to work collaboratively in a team environment, providing recommendations for administrative improvements.
  • Responsible for coordinating actions with external organizations and partners as necessary.
  • Flexible work schedule, including availability for nights, weekends, and holidays.

FedSync is an Equal Opportunity Employer and does not discriminate in employment based on race, color, religion, sex, national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, or any other non-merit factor.