Executive Assistant/Executive Scheduler

2 days ago

Washington, Washington, D.C., United States Orbis Inc Full time $60,000 - $120,000 per year

Job Description
Naval Sea Systems Command (NAVSEA) is the Department of Navy's (DON) central activity for designing, engineering, integrating, building, and procuring U.S. Naval ships, shipboard weapons, and combat systems. NAVSEA's responsibilities also include the maintenance, repair, modernization, and conversion of in-service ships and their weapons and combat systems.

The NAVSEA Executive Director's (ED) Executive Assistant/Executive Scheduler plays a crucial role in ensuring the smooth operation of the ED's schedule and supports a wide range of tasks that ensure the executive's day-to-day operations run smoothly.

The Candidate Will Provide Administrative And Analytical Support Services To The Travel Office, Including Monthly Audits Of Travel Reports And Expense Reports

  • Administrative Support
  • Manage the executive's calendar, including scheduling meetings, appointments, and travel.
  • Handle phone calls and correspondence, often screening and prioritizing messages.
  • Draft, edit, and review documents, reports, and presentations for the executive.
  • Maintain and organizing files and records, both digital and physical.
  • Meeting and Event Coordination
  • Coordinate logistics for meetings, including room reservations, equipment setup, and materials preparation.
  • Serve as the point of contact for scheduling-related inquiries.
  • Ensure the executive is well-informed about upcoming meetings and events.
  • Hande phone calls, emails, and messages related to scheduling.
  • Travel Management
  • Arrange business travel, including booking flights, hotels, and car services.
  • Prepare detailed itineraries, ensuring the executive has all necessary documents and information for their trips.
  • Handle changes to travel plans and troubleshooting travel issues.
  • Relationships
  • Build effective, collaborative relationships with the executive, other team members, and internal and external stakeholders.
  • Confidentiality and Discretion
  • Handle sensitive and confidential information with the utmost discretion.
  • Problem-Solving and Crisis Management
  • Address issues as they arise, whether related to the executive's schedule, logistics, or unforeseen problems.
  • Proactively find solutions to potential problems to minimize disruption to the executive's day.

Required Skills And Experience

  • Seasoned Executive Assistant (3 to 10 years' experience), able to work closely with the lead Executive Assistant, to ensure smooth operations for the Executive Director.
  • Effective verbal and written communication (interpersonal skills).
  • Competent, organized, and attention to detail.
  • Positive, cheerful, even-tempered, polished, and demonstrates decorum.
  • Flexible, reliable, helpful, and self-sufficient team player

Degree Requirements

Bachelor's Degree

  • Must be a U.S. citizen.
  • Must have a Secret Secutiy Clearance

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