Executive Administrative Assistant

2 weeks ago

College Park, United States TekStream Solutions Full time

Executive Administrative Assistant

College Park, MD (on-site)

Clearance: Public Trust, US Citizenship required



We are seeking an Executive Administrative Assistant to perform sensitive and highly visible administrative functions for a Senior Executive with a Federal Agency’s office in College Park, Maryland. This position may also involve travel (approximately 25%) with occasional work-from-home option.


This individual will:


  • Perform sensitive and highly visible administrative functions for a single Senior Executive(s).
  • Often be the first person corresponded with for the Executive.
  • May perform or have access to activities of a highly confidential nature that may require comprehensive knowledge of organizational policies, practices, and procedures.
  • Administer specialized programs.
  • May act as proxy for the executive.
  • The support will include all aspects of:
  • schedule and email management
  • creating communications
  • meetings and travel coordination
  • document and pre-brief creation and coordination
  • proactive engagement with the agency, interagency, national, and international partners and organizations.
  • This role may involve travel.


Other Duties include:

  • Management and Planning Support –in the execution of day-to-day activities as well as long term planning.

Facilitation – support the setup, and coordinating of meetings and Video Teleconference Calls (VTCs); generating agendas and meeting announcements; attending government meetings with Government personnel; making arrangements for conference rooms; generating meeting minutes and; tracking resolution of action

  • items.
  • Participation - active participation in a non-decisional capacity in technical, programmatic and financial interchange meetings or conferences; writing meeting summaries; after action reports and preparing meeting and; conference materials as required.
  • Action Reports – provide a report that clearly identifies new items as the result of a conference or meeting. This report is expected to be an information push (rather than information pull such as web-based tools or multiple party e-mails) as a notice to the responsible parties and persons responsible for oversight. These reports should be completed for review not later than one business day from the conclusion of the conference or meeting.
  • Technical Support –provide technical and editorial support for drafting and issuing correspondence and messages in accordance with the latest series of the Agency’s Correspondence Manual or office requirements to enable the Project Manager to effectively communicate both with industry and other Agency business units to resolve technical and programmatic issues in a timely manner.
  • Correspondence –support the Director with the drafting of routine letters, memos, e-mails and digests. These products are expected to require significant research, input and coordination to complete.


  • –support the Executive in the preparation of briefings.


Requirements:

  • Bachelor's Degree (or equivalent)
  • 8 years of related experience
  • verbal and writting skills.
  • Proficiency with Office Suite software applications.
  • Skills: a very high level of professionalism, exceptional oral and written communications, formality when needed, teamwork and collaboration, interpersonal skills, critical thinking and problem solving, thinking and planning ahead, creativity, negotiating and working effectively with others to get tasks accomplished on time.
  • to learn quickly, be flexible, and adapt to a fast-paced environment.
  • will need technical skills to use computers and peripherals effectively and the software that operates them. The use of digital technology is essential.
  • positive and 'can do' attitude.

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