• Executive Administrative Assistant

    Job Location
    VA-Rosslyn
    # of Openings
    1
    Security Clearance
    Active Secret
    Percentage of Travel Required
    5% - 10%
    Type
    Regular Full-Time
  • Overview

    Assist the Deputy Director for Resource Management and the Executive Director. Interpret and adapt guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations. The use of great judgment and initiative is necessary to determine the approach or action to take in non-routine situations.

    Responsibilities

    • Compose correspondence on own initiative about administrative matters and general office policies for supervisor's approval based on knowledge of supervisor’s views
    • Anticipate and prepare materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and info rms supervisor on matters to be considered
    • Read publications, regulations, and directives and take action or refer those that are important to the supervisor and staff
    • Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions
    • Advise secretaries in subordinate offices on new procedures
    • Request information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries, etc.
    • Shift clerical staff to accommodate workload needs
    • Handle a wide variety of situations and connects involving the clerical or administrative functions of the office which often cannot be brought to the attention of the executive
    • Participate in developing the work deadlines with overall objectives of the work set by the executive
    • Compose correspondence requiring some understanding of technical matters
    • Note commitments made by executive during meetings and arrange for staff implementation
    • Arrange for staff member to represent organization at conferences and meetings, establish appointment priorities, or reschedules or refuses appointments or invitations
    • Read outgoing correspondence for executive's approval and alerts writers to any conflict with the file or departure from policies or executive's viewpoints and give advice to resolve the problems
    • Summarize the content of incoming materials, specially gathered information, or meetings 10 assist executive and coordinate the new information with background office sources while drawing attention to important parts or conflicts
    • In the executive's absence, ensures that requests for action or information are relayed to the appropriate staff member in executive’s absence
    • Interpret requests and help implement action, making sure that information is furnished in timely manner
    • Decide whether executive should be notified of important or emergency matters
    • Act as office manager for the executive's organization, e.g., determine when new procedures are need for changing situations and devises and implements alternatives
    • Revise or clarify procedures to eliminate conflict or duplication
    • Identify and resolve various problems that affect the orderly flow of work in transactions with parties outside organization
    • Prepare agenda for conferences, explain discussion topics to participants, draft introductions and develop background information and prepare outlines for executive or staff member(s) to use in writing speeches
    • Advise individuals outside the organization on the executive's views on major policies or current issues facing the organization
    • Contact or respond to contact from high-ranking officials, in unique situations, using judgment and discretion

    Qualifications

    • Education:
      • High School Diploma
    • Required Knowledge/Experience:
      • Minimum of 5 years of experience assisting at the Executive Level in a fast-paced environment
      • Excellent communication skills, both verbal and written
      • Excellent attention to detail, problem-solving and organizational skills
      • Ability to handle confidential information with discretion
      • Must be a self-starter with a strong desire to learn new skills
      • Ability to translate general guidance into specific tasks
      • Ability to build excellent cooperative relationships with personnel in different offices
      • Ability to negotiate and account for others’ point of view
    • Preferred Knowledge/Experience
      • College degree preferred

    Other Responsibilities

    • Perform other tasks consistent with the goals and objectives of the department/contract
    • Perform other duties as assigned by Program Manager IV

    Invest in a company that invests in you! Moss Cape provides its employees with ample opportunities for career growth and development. Tuition reimbursement is offered to help employees further their education and skillset. Other perks include Open Leave, 401k matching with immediate vesting, Medical, Vision, and Dental coverage.

     

    Disclaimer:
    The above statements are intended to describe the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

     

    EEO/AA Employer Minorities/Females/Vets/Disability

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