Executive Administrative Assistant

20 hours ago

Arlington, United States QualX LLC Full time

Duties and Responsibilities 

  • Manage the Director’s calendar, including scheduling meetings, appointments, and travel arrangements. 
  • Coordinate and prepare materials for meetings, conferences, and events, including agendas, briefing documents, and follow-up actions. 
  • Draft, review, and edit correspondence, reports, and presentations for accuracy, clarity, and compliance with organizational standards. 
  • Organize and maintain electronic and physical filing systems to ensure easy access and secure management of sensitive information. 
  • Use Microsoft Office Suite and other digital tools proficiently to create documents, presentations, and spreadsheets, and to support remote and in-office work. 
  • Enter and monitor tasks utilizing Government tools (CATMS, Microsoft Excel spreadsheets, Word documents, Power point, etc.). 
  • Monitor deadlines and deliverables, ensuring the Director is briefed on upcoming priorities and actions. Maintain professionalism, punctuality, and attention to detail in all interactions and deliverables 
  • Facilitate communication and coordination between the Director, WHS staff, and external stakeholders, acting as a reliable liaison. 
  • Assist in communicating new procedures to office administrative personnel in subordinate offices, request information needed from the subordinate office(s) for periodic or special conferences, reports, and inquiries 
  • Maintain communication with WHS senior leadership and aids and provide administrative support to the offices of other WHS senior leadership as required. 
  • Track and manage multiple tasks, projects, and deadlines, adapting to changing priorities with efficiency and focus.  


Qualifications and Requirements 

Education: 

  • Bachelor’s degree in business administration, communications, or a related field preferred. Substantive supplemental experience may be considered. 

Work Experience: 

  • Minimum of 3-5 years of administrative or executive assistant experience supporting organizations leadership. 
  • Experience with Correspondence and Task Management System (CATMS) or Task Management Tool (TMT) is highly desirable  
  • Prior experience in a government, defense, or high-security environment is highly desirable. 
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other digital tools for communication and scheduling.  
  • Demonstrated ability to manage and prioritize multiple tasks, projects, and deadlines in a fast-paced environment. 

Skills: 

  • Strong organizational skills with exceptional attention to detail. 
  • Excellent verbal and written communication skills, including the ability to prepare professional correspondence and presentations. 
  • Strong problem-solving skills and the ability to anticipate needs proactively. 
  • Familiarity with virtual meeting platforms (e.g., Microsoft Teams, Zoom) and hybrid work coordination. 
  • Demonstrated professionalism, discretion, and ability to handle sensitive information with confidentiality. 
  • Collaborative team player with a proactive approach to supporting leadership and stakeholders.  

Certifications: 

  • Must possess or be able to obtain and maintain a Secret-level security clearance. 

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