Executive Assistant

Aretum is a mission-driven organization committed to delivering innovative, technology-enabled solutions to our customers across defense, civilian, and homeland security sectors. Our teams work at the intersection of strategy, technology, and transformation, helping agencies solve their most critical challenges. We believe in investing in our people and creating a culture where collaboration, inclusion, and professional growth are at the forefront. 
 
Join us to be part of meaningful work that drives national impact and grow your career alongside exceptional peers. 

Job Summary 

Due to the nature of our work as a federal consulting organization, employees may be expected to handle Controlled Unclassified Information (CUI) and must adhere to applicable safeguarding and compliance requirements. Additionally, all team members may be called upon to support proposal efforts as needed. This could include resume formatting, providing skills alignment summaries, participating in meetings, or contributing to solutioning activities based on subject matter expertise or functional experience. 

Responsibilities 

• Conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings
• Providing internal guidance and coordination regarding administrative functions, management controls, metrics collection, standard operating procedures, and general administrative compliance
• Facilitating the coordination, response, and monitoring of all document requests and correspondence for internal and external requests in accordance with applicable policies and procedures
• Coordinating and preparing travel arrangements, authorization, and vouchers on behalf of Government staff through the organizational travel system
• Writing and editing memos, developing spreadsheets, filing, and copying documents
• Compiling correspondence, briefing materials, talking points, and reports for review/approval by Government staff
• Coordinating and scheduling internal and external meetings, organizing, and maintaining calendars (to include priority management of request) for staff
• Coordinating media appearances/interviews and congressional meetings/briefings in accordance with policies and procedures
• Reviewing and confirming meeting invitations include the correct title, purpose, agenda, documents, and appropriate list of attendees
• Taking meeting minutes/notes, providing executive summaries and action items for government approval, and distributing once approved
• Complying with administrative policies and task requirements, executive secretariat guidelines, formats, and procedures; drafts responses to written request; corrects and completes clearance documentation
• Complying with the Plain Writing Act of 2010 for all applicable communications, and ensures all communication includes the appropriate tone and style for the intended audience
• Reviewing/analyzing accuracy of grammar, spelling, punctuation, and clarity of writing for internal and external communication
• Providing logistics support for on-site events such as coordinating teleconferences, video teleconferences, meeting registration, and room reservations
• Conducting off-site meeting venue research, as needed.
• Planning and facilitating working sessions and other efforts as requested by Government staff
• Organizing briefing materials and action items by preparing binders or as requested by Government staff.
• Managing records in accordance with the agency policy by reviewing, filing, scheduling and archiving documents.
• Being detail-oriented and a flexible problem-solver who is comfortable managing complex tasks and prioritizing competing demands.
• Multi-tasking and comfortably operating in a fast-paced environment, adapting in real time to new information.

• Solid Microsoft Skills
• Able to juggle priorities across multiple executives
• Greater level of consulting skills where they can advise and give input for best way to manage competing priorities
• Adaptable/flexible and able to pivot onto other activities to keep up with executive fast response requirements
• This is a hybrid position, with work performed both remotely and at client or corporate office locations as needed. The employee is expected to maintain a professional remote work environment with reliable internet access and the ability to participate in virtual meetings. Onsite work may involve a traditional office setting with standard office equipment and moderate noise levels. Travel to client or corporate locations will be communicated in advance.  

• The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job:  

• Prolonged periods of sitting at a desk and working on a computer.  

• Frequent use of hands and fingers to operate computer equipment and communicate via phone or video.  

• Ability to move about office spaces and attend in-person meetings when onsite.  

• Must be able to lift up to 15 pounds at times.  

Travel Requirement 

This is a hybrid position, with work performed both remotely and at designated client or corporate locations, as needed. Travel requirements may vary depending on project assignments, client meetings, or internal collaboration and will be communicated in advance whenever possible.  

EEO & Pay Transparency Statement 

Aretum is committed to fostering a workplace rooted in excellence, integrity, and equal opportunity for all. We adhere to merit-based hiring practices, ensuring that all employment decisions are made based on qualifications, skills, and ability to perform the job, without preference or consideration of factors unrelated to job performance. 

As an Equal Opportunity Employer, Aretum complies with all applicable federal, state, and local employment laws. 

We are proud to support our nation’s veterans and military families, providing career opportunities that honor their service and experience. 

If you require a reasonable accommodation during the hiring process due to a disability, please contact our Talent Acquisition team for assistance. 
 
In compliance with Executive Order 13665, Aretum will not discharge or otherwise discriminate against employees or applicants for inquiring about, discussing, or disclosing their own pay or that of another employee or applicant. 

U.S. Work Authorization  

Applicants must be U.S. citizens and currently authorized to work in the United States on a full-time basis. This position supports a federal government contract and therefore requires an active DHS Suitability or the ability to obtain one.  

• Health Care Plan (Medical, Dental & Vision) 

• Retirement Plan (401k, IRA) 

• Life Insurance (Basic, Voluntary & AD&D) 

• Paid Time Off (Vacation, Sick & Public Holidays) 

• Family Leave (Maternity, Paternity) 

• Short Term & Long-Term Disability 

• Training & Development