Executive Administrative Support Specialist

2 weeks ago

Bethesda, Maryland, United States General Dynamics Information Technology Full time
Job Title: Executive Administrative Support II

Job Summary:

We are seeking an experienced Executive Administrative Support II to provide high-level administrative support to our Senior Executive team. The successful candidate will be responsible for coordinating complex schedules, managing correspondence, and maintaining accurate records.

Key Responsibilities:

  • Coordinate the workflow of multiple critical issues within a continuously adapting schedule for the assigned Senior Executive.
  • Provide support to 2-4 government staff simultaneously.
  • Maintain an awareness of internal structural levels and hierarchy within the organization.
  • Perform a comprehensive range of direct executive office support for a designated Senior Executive.
  • Anticipate and research topics of interest to the SE and prepare background books and/or talking points papers, as needed.
  • Monitor and coordinate systemic impacts of e-mail for action items and gleans items from staff meetings and weekly reports that require action.
  • Assist and relieve the assigned SE of a variety of complex executive office support functions involving contact and exposure to highly critical, sensitive, and confidential information.
  • Draft and prepare non-routine letters, memos, documents, and various reports requiring comprehensive knowledge of Agency methods, policies, regulations, procedures, and organization for the SE's signature.
  • Answer phones; place, screen, and refer calls to appropriate Agency resources; take messages and follow-up accordingly to ensure adequate resolution of issues and concerns.
  • Prepare for visitors by initiating or passing any needed security clearances and escort visitors as needed.
  • Research and prepare background information and/or talking points papers, as needed, on meeting attendees and/or topics of interest for the meeting.
  • Disseminate the executive's schedule to appropriate staff and act as liaison between the Senior Executive and others.
  • Receive, sort, and screen incoming mail; categorize and prioritize response needed. Use initiative to prepare responses for signature and to assemble background information from a variety of sources.
  • Summarize lengthy correspondence, highlighting key issues, topics, or sentences; follow up to ensure proper and timely action taken as needed.
  • Develop and maintain accurate records and files management systems.
  • Makes appointments, travel arrangements, and itineraries; assembles or ensures that packets of information or briefing materials are prepared. Accurately prepares expense statements. Assist and inform SE of problems that arise during absences.
  • Maintain an efficient office environment; may include assisting in the ordering of supplies, arranging for the repair of office equipment, initiating the installation of new software, or participating in the planning and implementation of office renovation projects.

Requirements:

  • Active Top Secret/SCI with Polygraph clearance.
  • Bachelor's Degree and a minimum of five (5) years of relevant administrative professional experience, or a minimum of nine (9) years of relevant administrative professional experience.
  • Minimum one (1) year of experience working within the IC performing the Contractor Performance Requirements listed in this SOW for this labor category.
  • Demonstrated successful use of MS Office Suite applications at Advance level to complete routine to highly complex tasks.
  • Excellent oral and written communication skills sufficient to compose and deliver responses to customers' routine to highly complex questions in a clear and concise manner.
  • Excellent customer service skills, demonstrated by anticipating and responding to the assigned Senior Executive's requirements.
  • Analytical skills sufficient to assess and interpret highly complex information from multiple sources and draw insightful conclusions.

What We Offer:

  • 401K with company match
  • Comprehensive health and wellness packages
  • Internal mobility team dedicated to helping you own your career
  • Professional growth opportunities including paid education and certifications
  • Cutting-edge technology you can learn from
  • Rest and recharge with paid vacation and holidays

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