Executive Assistant

3 weeks ago

Reston Virginia, United States Applied Information Sciences Full time
Intro:
We are seeking a dynamic and highly organized Executive Assistant (EA) to join our team and provide comprehensive support to the Chief Executive Officer (CEO) and our Executive Leadership Team (ELT). The ideal candidate will possess exceptional communication skills, impeccable attention to detail, and a proactive mindset. As the Executive Assistant, you will play a pivotal role in ensuring the smooth operation of our executive team, handling various administrative tasks with efficiency and professionalism. The EA  will provide executive, administrative, and operational support in deep collaboration with our leaders. The EA will be a trusted partner to the ELT, attending executive team meetings and all business leadership meetings to track actions and follow-ups through to the subsequent meetings.

 

We are looking for a proactive and dedicated individual who thrives in a fast-paced environment and is committed to supporting our executive team in achieving their goals. If you meet the qualifications and are excited about this opportunity, we encourage you to apply

What You'll Be Doing:
Effectively manage complex calendars, including scheduling appointments, meetings, and conferences, while anticipating and resolving scheduling conflicts for the ELT looking 4-6 weeks ahead. 

Lead Board preparations and keeping everyone on track with preparation and reviews. 

Organize and coordinate meetings, including preparing agendas, distributing materials, and taking detailed meeting minutes.

Arrange domestic and international travel itineraries, including flights, accommodations,transportation,  and expenses ensuring efficiency and cost-effectiveness for the ELT.

Assist with research, special projects, and initiatives as assigned by the ELT.

Draft and proofread executive communications and announcements.

Maintain confidential and sensitive information with discretion, ensuring data accuracy and integrity.

Perform various administrative tasks such as expense tracking, invoice processing, and office supply management to ensure operational efficiency.

Lead event and off-site event planning preparations to include venue planning, catering, speaker coordination and other duties as needed.

Lead, coach and mentor our Receptionist.

Oversee office management, ordering of supplies, set up of office rooms, etc through Receptionist.

As needed calendar and scheduling assistance for ELT.

Location and Travel Details:
This is an in-office position at our Reston, VA headquarters with occasional local travel (if needed).

Profile of Success:
Minimum of 10 years of experience as an executive assistant or in a similar role with a minimum of 5 years supporting C-executives in a fast-paced environment.

Strong problem-solving skills with the ability to anticipate needs, identify issues, and propose solutions proactively.

Polished and professional demeanor with the ability to represent the executive team with professionalism and integrity.

Self-starter and the ability to work independently with minimal supervision and with professional discretion.

Excellent interpersonal skills and ability to work cohesively with a team and build strong working relationships with others

Ability to influence without authority.

Exceptional organizational and multitasking abilities, with a keen attention to detail and the ability to prioritize tasks effectively.

Excellent written and verbal communication skills, with the ability to interact professionally with individuals at all levels.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.

Demonstrated ability to handle confidential information with discretion and maintain a high level of confidentiality.

Flexibility and adaptability to changing priorities and deadlines, with a positive and proactive approach to challenges.

Experience in event planning or coordination, particularly for corporate events or conferences, would be an asset.

Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

Highly organized and able to meet multiple deadlines.

Desirable Skills:
Experience or familiarity with project management principles and tools would be advantageous.

Technology industry experience preferred but not required.

About AIS:
AIS, Dedicated to Our People

 

AIS employees can spend their entire career at AIS doing challenging, rewarding work and reach their desired level of achievement and responsibility. We offer the opportunity to move up, without the obligation to move out of a position where one excels. We are committed to our employee's success; however, they define it.

 

It's our dedication to our employees that inspired our leadership to invest in our future and become partially employee-owned through an Employee Stock Ownership Program (ESOP).

 

Our employees are our greatest strength, and we do all that we can to serve them. We invest in technology as early adopters, allowing us to create transformative and innovative solutions for our customers while exposing our team to cutting edge technology.

 

We hire outstanding individuals who are committed to curiosity, passionate about emerging technology, and who are excited to find innovative solutions for the biggest tech challenges facing international brands and government agencies today.

 

We Invest in Individuals Committed to Innovation

 

AIS is seeking professionals of a certain character and level of excellence. People that we can learn from and that we can help grow to achieve their personal career goals.

 

We are looking for:

Smart people with a passion for technology

Strong technical capabilities with a consultancy mindset

Close involvement with local technical communities

A willingness to think outside of the box to provide innovative solutions to clients

Ability to solve challenging technical business problems

Self-directed professionals

Our Core Values

Client Success

Continued Learning and Technical Excellence

Strong Client Relationships

Citizenship and Community

EEO Statement:
Applied Information Sciences is an Equal Opportunity Employer and does not discriminate on the basis of race, national origin, religion, color, gender, sexual orientation, age, disability, protected veteran status or any other basis covered by law. Employment decisions are based solely on qualifications merit, and business need.

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