Executive Administrative Assistant
3 months ago
Come join a company that strives for Extraordinary People and Exceptional Performance Chenega Enterprise Systems & Solutions, LLC, a Chenega Professional Services’ company, is looking for an Executive Administrative Assistant to support the Department of Transportation Office of the Under Secretary for Policy. In this role, the Executive Administrative Assistant will serve as the executive assistant to Senior Leadership within the Office of the Under Secretary, with administrative and technical support services.
Our company offers employees the opportunity to join a team where there is a robust employee benefits program, management engagement, quality leadership, an atmosphere of teamwork, recognition for performance, and promotion opportunities. We actively strive to channel our highly engaged employee’s knowledge, critical thinking, innovative solutions for our clients.
Responsibilities
- Interface professionally with internal and external agency personnel and visitors to arrange and manage meetings.
- Coordinate high-quality documents and presentations, provide clear and concise direction and advice in response to administrative requests.
- Direct action to appropriate team members and/or office when calls or visits do not require the attention of the Principal.
- Manage and coordinate conflict-free calendar management, schedule executive meetings (internally/externally), handle all meeting logistics such as agendas, audio-teleconferencing setups, securing conference locations, prepare meeting documentations, and track meetings actions for the Executive.
- Manage Outlook contract list, screen all incoming calls to the Executive and route to appropriate individual and/or office, handle confidential and sensitive document.
- Monitor, track and assist Executive Director with all speaking engagement logistics and assist with providing responses to correspondences (internal/external), track and manage all correspondences (incoming and outgoing).
- Work hand-in-hand with other executive assistants to ensure continuity of day-to-day operations.
- Collaborate with assistants and departments obtaining materials for meetings, speeches and conferences, manage and create staff materials such as meeting agendas, attendee lists, and background information.
- Proofread all documents for errors, formatting, and department policy, edit PowerPoint presentations, as required, manage printing and assembling meeting materials (weekly), review all documents (agency compliance) prior to Executive Director signature; and point of contact for all external visitors building access.
- Greet and escort visitors, coordinate all travel logistics for local, domestic and international travel.
- Process and submit expense reports promptly, assist with all interview logistics (scheduling candidates, building clearance, securing conference room), and assist with onboarding logistics for new employees.
- Other administrative duties include maintaining team calendars, order all office supplies, and technology equipment, arrange catering for conferences/meetings, arrange audio videoconference, and webex.
- Has a thorough knowledge of the internal processes relative to the senior leader's responsibility, proper correspondence protocol in relation to the leader's status, corporate policies and procedures, and the functions of groups within the office.
- 100% reporting onsite, Monday through Friday.
Qualifications
- Bachelor’s degree in Business Administration, Communications or a related discipline is a plus. Relevant professional experience can be considered commensurate with a formal degree
- More than 5 years of experience supporting an Executive Level position
Final salary determination based on skill-set, qualifications, and approved funding.
Many of our jobs come with great benefits – Some offerings are dependent upon the role, work schedule, or location, and may include the following:
Paid Time Off
PTO / Vacation – 5.67 hours accrued per pay period / 136 hours accrued annually
Paid Holidays - 11
California residents receive an additional 24 hours of sick leave a year
Health & Wellness
Medical
Dental
Vision
Prescription
Employee Assistance Program
Short- & Long-Term Disability
Life and AD&D Insurance
Spending Account
Flexible Spending Account
Health Savings Account
Health Reimbursement Account
Dependent Care Spending Account
Commuter Benefits
Retirement
401k / 401a
Voluntary Benefits
Hospital Indemnity
Critical Illness
Accident Insurance
Pet Insurance
Legal Insurance
ID Theft Protection
Teleworking Permitted?
Yes
Teleworking Details
Hybrid Schedule - to be determined by COR and Program Lead
Estimated Salary/Wage
USD $75,000.00/Yr. Up to USD $85,000.00/Yr.
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Our wide range of benefit options is designed to support and protect employees and their families. Based on eligibility, benefits include medical, dental, vision, prescription plans, wellness programs, income protection, paid leave, and retirement. Positions covered by the McNamara-O'Hara Service Contract Act, Davis-Bacon Act, or a Collective Bargaining Agreement (CBA) will comply with the statute or CBA requirements.
Chenega Corporation and family of companies is an EOE.
Equal Opportunity Employer/Veterans/Disabled
Native preference under PL 93-638.
We participate in the E-Verify Employment Verification Program
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