Executive Assistant Job Listing at SPA in Alexandria, VA (Job ID 2024-19383)

Description

Qualifications

Required

• High School Diploma
• 5 to 10+ years of experience in administrative support to a large group and/or executive leaders
• Ability to communicate effectively with employees at all levels
• Proficiency in hosting classified, controlled unclassified and unclassified meetings and ensuring effective and professional meeting environments
• Proficiency in Microsoft Office Programs, including Word, Excel and PowerPoint, and Superior proof reading/editing skills
• Strong time management skills, self-starter, able to balance multiple tasks and maintain momentum
• Eligible for Secret clearance; US Citizenship is required

Desired 

• Support to executive leaders.
• Organizing and supporting large meetings of 10 to 100 senior decision makers
• Managing other administrative support staff
• Familiarity with Department of Defense organizations (Navy, Air Force, Army, Marine Corp)
• Secret clearance, Eligible for Top Secret clearance.
• Experience building and working with spreadsheets
• Experience with Office 365/Sharepoint, Confluence, or other workflow and knowledge management software
• Having or pursuing an Associate or Bachelor Degree

The Division Executive Assistant reports directly to the Division Director (Senior VP) and Deputy Division Director (VP) and provides administrative support across the 600+ person division, including managing general administrative processes, supporting and hosting client meetings, and developing or consolidating division reports. As a key member of the support team, helps ensure SPA presents a highly professional and effective organization to visiting clients and partners.   Specific duties include:  

• Manage schedules and provide inputs to the Division Director's calendar
• Assist in office communication and coordination
• Oversee meeting arrangements, video teleconferences, and other gatherings, working with the division and corporate meeting coordinators
• Maintain electronic files, databases, and serial numbers
• Order special supplies and arrange for maintenance of office equipment as needed
• Maintain and organize correspondence and work product information via electronic and other media
• Maintain Division organizational chart
• Help prepare presentations, technical reports and division and corporate reports
• Maintain confidentiality in all aspects of company business
• Performs other duties as assigned
• This is a full time in office position, with the ability to work from home on an as needed basis