About us

Civility Management Solutions (CivilityMS) provides professional consulting services to Federal, State, and Local government agencies in the areas of Program Management, Financial and Grants Management, Administrative Support, Acquisitions Support, Professional Development Training, and Conference Logistics. Our clients include the Department of Defense, Department of the Army, department of the Air Force, Health and Human Services, Department of Veterans Affairs, Department of Homeland Security, Department of the Treasury and Government Accountability Office.

About the position

We are looking for an energetic, detailed oriented, self-directed Senior Executive Assistant to provide executive administration, writing, and program management support for a federal agency in Washington, DC, which includes provision of all aspects of administrative management, correspondence, and record management as requested. 

Day to Day Tasks include (but are not limited to):

• Providing scheduling, organizational, travel and logistical support for executive staff in regard to meetings, workshops, conferences, and retreats
• Preparing talking points, briefing papers, and official correspondence; distributing correspondence and program documents
• Maintaining contact lists, visitor lists, and calendars
• Preparing materials in support of executives for key meetings, events, conferences, travel, etc. by coordinating with office directors and other appropriate parties on briefers and pre-briefs
• Reviewing documents and correspondence for format, grammar, content, and messaging prior to obtaining Bureau or Office leadership signature
• Maintaining electronic and hard copy files in compliance with Agency policy
• Managing schedules for executive staff
• Logging, processing, tracking, and filing all incoming and outgoing correspondence
• Receiving and responding to incoming calls and visitors
• Ensuring that briefing and nightly folders for leadership contain all relevant information for the following day’s events and activities
• Drafting emails for leadership in response to correspondence. If requested, represent the Front Office in the Administrator’s scheduling meetings
• Arranging travel, including itineraries, transportation, and lodging; assisting in the preparation of travel authorizations and vouchers
• As needed, accompany Leadership and staff on local, domestic or overseas travel to provide administrative and logistics support
• Serving as alternate Point of Contact (POC) for scheduling and coordinating with the Administrator’s Office
• Communicating regularly with all staff to ensure they are aware of major meetings, scheduling changes, and deadlines
• Developing Standard Operating Procedures (SOP)

Benefits: Medical, Dental, Vision, 401k, Paid Vacation & Paid Sick Days and More...!!!

Required Skillsets

• Strong verbal and written communication skills
• Ability to organize and plan with a high level of detail
• Ability to organize and manage multiple senior leaders' schedules and travel
• Ability to manage multiple projects and multiple stakeholders
• Proficiency in the use of Google and Microsoft Office Suite is required
• Proficiency in creating talking points, PowerPoint presentations, etc.
• Fluency in English

Education: Bachelor's degree from an accredited college or university in a relevant field and 3-4 years of professional experience, OR High School diploma and 7 years of professional experience. Masters preferred.

Working Environment: Hybrid - in office and telework

Supervisory Responsibility: This position does not have supervisory responsibilities.

Physical Requirements: This is largely a sedentary position that requires the ability to speak, hear, see, and lift small objects up to 20 lbs.

Travel: International, local or domestic travel may be required.

Clearance Required: No

Preferred Skillsets