What are the responsibilities and job description for the Senior Executive Assistant DOI position at Heartland Consulting?
About the Opportunity
Heartland Consulting is seeking an experienced Senior Executive Assistant to provide high-level administrative, executive, records management, and program support services to the Marine Minerals Administration (MMA), Office of Strategic Resources (OSR) Front Office Operations Support Team in Sterling, Virginia.
This role is ideal for a proactive, highly organized professional who thrives in a fast-paced federal environment and can operate with a high degree of independence while supporting senior leadership during a period of organizational transition.
Functional Responsibilities
Provide a full range of ongoing, proactive administrative and executive support. The Executive Assistant (EA) serves as the primary point of contact for internal and external matters pertaining to Executive Programs/Offices. The EA serves as the liaison to the senior management teams and organizes and coordinates executive outreach and external relation efforts.
This position also encompasses the full range of Executive Assistant duties, including:
- Screening calls
- Managing calendars
- Making travel, meeting, and event arrangements
- Preparing reports and financial data
- Training and supervising other support staff
- Customer relations
The role requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, outside clients, and vendors. Sensitivity to confidential matters is required.
Key Responsibilities
Records Management
- Assist with physical inventory of records in the OSR file room
- Assist with digital inventory of records on OSR network, OneDrive, and SharePoint locations
- Coordinate records management work actions with existing BOEM/MMA and OSR records management points of contact
- Digitize physical records as needed, recording appropriate metadata, labeling filenames per guidance, and organizing digitized records per file plans
- Coordinate with BOEM/MMA and OSR records management points of contact to box appropriate physical records and transfer records to NARA/FRC facilities for storage according to BOEM/MMA records management guidance
- Process transfers of records to and from BOEM/MMA/OSR and appropriate records storage facilities for records review according to BOEM/MMA records management guidance
- Assist with proper disposition and cataloging of temporary records according to BOEM/MMA records management guidance
- Observe and participate in BOEM/MMA records management meetings
- Assist with documenting records management actions completed and updating process documentation related to records management activities and guidance
Program Support
- Assist with monitoring OSR network, OneDrive, and SharePoint locations; update existing files to newer versions, add necessary resources and files, and remove or archive old or unneeded files
- Edit, update, and review posts on OSR shared Internet websites and resources
- Provide assistance with coordinating communications and updates related to data calls and informational requests received by the OSR Front Office
- Learn OSR Front Office program processes, adapt to new guidance and process changes as issued, document work processes in the format of process guides, tip sheets, and standard operating procedures, and manage the distribution, versioning, and updating of documentation produced
General Administrative Support
- Assist with scheduling, coordinating, and updating meetings using available online and offline resources
- Assist with preparing, receiving, and monitoring shipments for OSR staff; also assist with receiving, sorting, and distributing mail and other correspondence for OSR staff
- Coordinate with OSR staff to gather, prepare, and review documentation for submission into BOEM's Document Tracking System (DTS)
- Support OSR staff in receiving, documenting, and verifying assigned controlled property in addition to preparing and updating physical and digital property records
- Support OSR staff by coordinating collection and review of required HR documentation required for personnel actions in addition to updating existing tracking resources for personnel actions
- Assist with physical, routine office tasks such as printing, filing, moving boxes and equipment, and organizing supplies and equipment
- Learn administrative processes, adapt to new guidance and process changes as issued, document work processes in the format of process guides, tip sheets, and standard operating procedures, and manage the distribution, versioning, and updating of documentation produced
Office Systems Proficiencies
Required:
- Microsoft Word
- Microsoft Outlook
- Microsoft PowerPoint
- Microsoft SharePoint
Highly Desired:
- Microsoft Copilot
- Microsoft Power Automate
- Microsoft Forms
Required Qualifications
- Bachelor's Degree or equivalent experience
- Minimum of five (5) years of progressive experience providing administrative and executive support
- Demonstrated ability to serve as the primary point of contact and liaison for senior management and executive offices
- Strong computer and Internet research skills, flexibility, excellent interpersonal skills, and project coordination experience
- Proven ability to work effectively with all levels of internal management and staff, outside clients, and vendors
- Experience handling confidential and sensitive information with discretion
- U.S. Citizenship
- Ability to work on-site in Sterling, Virginia as the primary place of performance
Preferred Qualifications
- Prior experience supporting federal government executives or program offices (DOI, BOEM, BSEE, or similar preferred)
- Experience with federal records management practices, NARA guidance, or electronic records transition efforts
- Working knowledge of Microsoft Copilot, Power Automate, and/or Microsoft Forms
- Experience creating process documentation, SOPs, tip sheets, or knowledge-management materials
- Familiarity with Document Tracking Systems (DTS) or controlled property management
Indian Preference
In accordance with Heartland Consulting's Indian Preference Program, preference in employment, hiring, promotion, training, and all other aspects of employment is given in the following order:
- First to enrolled members of the tribal community where work is performed
- Second, to enrolled members of any federally recognized tribe
- Third, to enrolled members of a state recognized tribe
- Fourth, to qualified descendants of enrolled members of a federally recognized tribe
This preference is applied in a manner that supports the development of self-sustaining business opportunities, workforce training, and positive economic outcomes for tribal and Indigenous communities. Qualifications, experience, and the ability to successfully perform the requirements of the position remain essential.
What Success Looks Like
The ideal candidate is highly organized, proactive, and comfortable operating independently in a dynamic federal environment. You take pride in delivering seamless executive support, bringing structure to complex information environments, and creating clear, usable processes that help teams work more effectively.
How to Apply
Please submit your resume and a brief cover letter that highlights your relevant executive support experience, records management background (if applicable), and proficiency with Microsoft 365 tools. Candidates who wish to be considered under Indian Preference are encouraged to self-identify and provide supporting documentation.
Heartland Consulting is an Equal Opportunity Employer.
Salary : $65,000 - $85,000