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Executive Administrative Specialist

2 months ago

Quantico, Virginia, United States SAIC Full time

Position Overview

The role of the Senior Executive Assistant encompasses a wide range of administrative and executive support responsibilities that require a high degree of confidentiality and sensitivity. This position is crucial in managing office operations for senior leaders within the organization.

Key Responsibilities

  • Facilitates office management activities for senior leadership.
  • Conducts research, compiles, and prepares confidential documents, providing briefings to leadership on key contents.
  • Reviews and screens incoming correspondence, prioritizing materials and organizing documents for efficient handling.
  • Manages incoming calls and visitors, determining priority matters and notifying leadership as necessary.
  • Drafts letters and memoranda in response to communications.
  • Maintains proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
  • Updates leadership on the status of ongoing issues prior to meetings.
  • Prepares meeting agendas, collects relevant materials, and records minutes as required.
  • Proofreads and edits documents for leadership review and signature.
  • Coordinates calendars for leadership, arranging appointments, meetings, and conferences.
  • May provide recommendations regarding office expenditures, including equipment and supplies.
  • Compiles and maintains records, statistical data, and reports.
  • Establishes and manages filing and records systems.
  • Performs additional related duties as assigned.

Work Schedule

The standard working hours for this position are from 8:00 AM to 4:30 PM.

Qualifications

Essential Qualifications

  • High School diploma or equivalent.
  • A minimum of 8 years of experience in an administrative capacity supporting executives, ideally within a government or defense context.
  • Familiarity with the Defense Travel System (DTS).
  • Possession of a Secret Clearance.
  • Advanced skills in Microsoft Office applications, Adobe Acrobat, and collaboration tools such as MS Teams and SharePoint.
  • Exceptional written and verbal communication abilities.
  • Strong organizational and time-management skills, capable of managing multiple projects simultaneously.
  • Proactive problem-solving skills with sound decision-making capabilities.
  • Demonstrated emotional intelligence and maturity.
  • Ability to interact effectively with high-level executives.
  • Proven track record of handling confidential information with discretion and providing high-quality client service.
  • Ability to meet performance goals and deadlines in a fast-paced environment.
  • Forward-thinking with a focus on identifying opportunities and proposing solutions.
  • Skilled in scheduling and managing both internal and external meetings, including logistics and preparations.

SAIC accepts applications on an ongoing basis.

Covid Policy

SAIC does not mandate COVID-19 vaccinations or boosters; however, customer site vaccination requirements must be adhered to when working at a customer location.