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Executive Assistant

2 months ago

Arlington, Virginia, United States SAIC Full time

About the Role

We are seeking a highly motivated and detail-oriented Executive Assistant to provide executive-level management and analytical support to the Office of Strategic Capital (OSC) within the Office of the Under Secretary of Defense for Research and Engineering (OUSD(R&E)).

Key Responsibilities

  • Maintain a highly responsive posture to Office of the Chief Investment Officer (OCIO) communications and taskings, including meeting and information requests and items requiring coordination or decisions.
  • Serve as the primary point of contact for the OSC office in Crystal City, responsible for daily office duties and responsibilities.
  • Arrange for appropriate conference rooms/facilities and prepare meetings in accordance with acceptable protocol and security procedures, including passing security clearances to external parties as requested.
  • Identify and submit supply and work orders to ensure office facilities remain fully functional and operational.
  • Submit systems access and equipment requests.
  • Submit all Standards of Conduct Office event attendance requests to the DoD Office of General Counsel.
  • Manage and align extensive executive schedules across multiple calendars, coordinate visit requests, and de-conflict events for senior-level principals.
  • Assist with special event requirements, such as time and place, location, duration, number of attendees, security requirements, and travel arrangements.
  • 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).
  • Review and route senior-level executive correspondence, ensuring compliance with established DoD correspondence standards.
  • Gather information, articulate, analyze, and solve problems, visualize and present information, and provide recommendations and decision support to achieve mission outcomes.
  • Facilitate team onboarding activities, such as submitting systems access and equipment requests.
  • Assist with various administrative duties as assigned by the Chief Investment Officer, including:
    • Creating, updating, and maintaining a variety of documents, spreadsheets, and trackers.
    • Summarizing lengthy emails, distilling them into concise action items for the CIO or relevant team members.
    • Provide recommendations based on context or priorities.
    • Coordinate follow-ups and track outstanding tasks.
    • Prepare meeting agendas, collate relevant materials, and ensure timely distribution.
    • Attend meetings, take notes, and capture action items for follow-up.
    • Draft, edit, and proofread correspondence, reports, and presentations.
    • Ensure all documents adhere to proper grammar, formatting, and OSD standards.
    • Maintain an organized filing system for easy retrieval of critical information.
    • Anticipate and proactively identify critical tasks.
  • Handle sensitive information with utmost confidentiality and exercise discretion when communicating on behalf of the customer.
  • Collaborate with cross-functional teams to ensure seamless execution.

Qualifications

We are seeking a highly qualified candidate with:

  • Bachelor's degree and six (6) years of experience; Master's and four (4) years or more experience.
  • Specialized experience, including military or industry executive assistant experience, may be substituted in lieu of degree.
  • ACEA or PACE certification desired.

Clearance Requirements

  • Active Secret clearance required to start.
  • Must be able to obtain and maintain a TS/SCI.
  • US Citizenship required.

Required Skills

  • Excellent interpersonal and organizational skills, motivated, and detail-oriented.
  • Strong critical thinking, problem identification/resolution skills, flexibility, initiative, and a proven ability to communicate and work with senior executives efficiently and effectively.
  • Strong sense for task or issue priority in the context of greater organizational objectives and relationship.
  • Strong experience in writing/editing polished and professional memos and correspondence.
  • Excellent grammar and computer skills in MS Office (Word, Excel, PowerPoint) and Google Workspace (Sheets, Slides, Docs).