Senior Executive Support Specialist

1 week ago


Virginia Beach, Virginia, United States Navy Exchange Service Command Full time

Job Overview

The role involves providing exceptional administrative assistance to senior executives within the Navy Exchange Service Command. This position is crucial in ensuring the smooth operation of daily activities by managing various tasks effectively.

Key Responsibilities:

  • Deliver high-level administrative support to senior management, including conducting research and preparing comprehensive reports and presentations as needed.
  • Maintain confidentiality regarding sensitive information and ensure appropriate dissemination of materials as required.
  • Keep executives informed of critical issues that require immediate attention and action.
  • Utilize strong organizational skills to manage workflows and ensure effective communication of status updates.
  • Exercise control over the executive's schedule, prioritizing meetings and appointments while coordinating logistics for both domestic and international travel.
  • Prepare detailed travel folders, including itineraries and necessary contact information, while managing travel claims and supporting documentation.
  • Screen all correspondence for clarity and completeness, ensuring that responses are accurate and timely.
  • Respond to inquiries using knowledge of organizational policies and determine which matters require escalation to senior management.
  • Proactively research issues and provide solutions, demonstrating problem-solving abilities and analytical skills.
  • Create and manage presentations using Microsoft Office tools, ensuring that all materials are visually appealing and informative.
  • Conduct thorough research to guarantee the accuracy of all documents and presentations.
  • May oversee office management tasks, including equipment monitoring and facility interactions to maintain a conducive work environment.
  • Track office equipment and coordinate servicing, ensuring all resources are functioning optimally.
  • Lead administrative assistants in distributing responsibilities fairly and efficiently.
  • Uphold confidentiality and exercise discretion in handling sensitive information.
  • Perform various ad-hoc duties to support senior executives, including managing purchase requisitions and tracking departmental expenses.
  • Monitor delegated tasks to ensure compliance with deadlines and established procedures.
  • Prepare executive summaries for review and maintain an organized filing system for documentation.
  • Provide limited administrative support to the assigned group or division as necessary.

Qualifications:

Minimum of 3 years of experience in general clerical duties, including filing, typing, and assisting visitors. Educational qualifications may substitute for experience, with 1 year of academic study equating to 9 months of experience, up to a maximum of a 4-year degree.

Specialized experience of at least 1 year in administrative roles supporting management professionals is required, including tasks such as report preparation, travel coordination, and maintaining filing systems.



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