Executive Assistant
Executive Assistant
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Job Description
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive onsite support to our federal customer at their Washington DC office. This role demands attention to detail strong communication skills and the ability to manage multiple administrative and executive support functions in a high-paced professional environment. The ideal candidate will be capable of maintaining strict deadlines ensuring data accuracy and interfacing confidently with internal staff and external stakeholders.
Key Responsibilities:
Administrative & Office Support
- Greet and assist office visitors with professionalism and efficiency.
- Answer incoming calls take messages and direct inquiries appropriately.
- Type format and proofread correspondence and other documents.
- Receive sort and distribute incoming and outgoing mail.
- Operate standard office equipment including computers copiers fax machines and scanners.
- Create maintain and organize both physical and electronic filing systems.
Scheduling & Calendar Management
- Coordinate meetings appointments and conference room reservations using agency scheduling systems.
- Respond to all schedule-related inquiries within 30 minutes.
- Prepare daily agendas and calendars for assigned Agency Executives.
Operational Support
- Monitor and replenish office supplies to ensure uninterrupted operations.
- Assist in development and quality control of presentations and work products.
- Enter and analyze data and generate reports using COTS applications (Excel Access Word PowerPoint Project Delphi GovTA E2).
Timekeeping & Travel Coordination
- Manage biweekly time and attendance entries in GovTA; serve as liaison to Human Resources for issue resolution by established deadlines.
- Coordinate and process travel requests/authorizations in E2 ensuring compliance with processing timelines.
- Track travel payments and reconcile against approved allocations.
Document & Records Management
- Draft edit and update documents related to budgets HR and project management.
- Organize and update project management files and indexes weekly.
- Review finalize and distribute weekly staff meeting agendas and minutes.
- Prepare policy and project binders and notebooks.
Support to Division of Administration (DA)
- Conduct daily updates to DAs administrative tracking systems and report on changes monthly or as required.
- Coordinate permanent records storage/retrieval and personnel-related processing.
- Process personnel actions and follow-up on HR requests onboarding and moves.
- Provide reconciliation of travel authorizations and vouchers to budget logs.
Special Projects & Communications
- Prepare memos reports sign-in sheets tent cards and other official documents.
- Review and recommend updates to intranet content.
- Support logistics for meetings and events including equipment coordination.
Additional Responsibilities:
- Maintain and update the Executive Assistant Handbook including development of process and procedural guides.
- Plan coordinate and deliver internal training for Executive Assistants and other admin staff.
- Provide program-level support including stakeholder coordination data analysis dashboard maintenance and reporting upon request.
- Perform other duties within scope as identified by the Contracting Officers Representative (COR).
Qualifications:
- Citizenship and Clearance: U.S. Citizenship is required due to federal contract regulations. Must be able to obtain an agency-specific Public Trust clearance.
- Education: Associates or Bachelors degree preferred.
- Experience: 10 years of administrative or executive assistant experience preferably supporting federal clients.
- Technical Skills: Proficiency with Microsoft Office Suite (Word Excel PowerPoint Outlook Access Project); experience with federal systems like GovTA and E2 preferred.
- Soft Skills: Excellent verbal/written communication strong organizational skills and ability to meet strict deadlines.
Work Environment:
- This is a 100% onsite position located in Washington DC.
- Must be comfortable working in a secure federal office environment.
Compensation: This is a full time hourly position with a range of $30.00 - $35.00/hour.
Cyber Security Innovations (CSI) is an equal opportunity employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race color sex religion sexual orientation national origin disability genetic information pregnancy or any other protected characteristic as outlined by federal state or local laws. As a veteran-friendly employer we encourage military veterans to apply.
This policy applies to all employment practices within our organization including hiring recruiting promotion termination layoff recall leave of absence compensation benefits training and apprenticeship. CSI makes hiring decisions based solely on qualifications merit and business needs at the time.
CSI participates in the E-Verify Employment Verification Program.
Employment Type
Full-Time
