Position Overview
Serves as a focal point for the organization and communicates with internal and external agencies, professionally representing the organization. Manage multiple calendars and schedules appointments, prioritizes appointments, tracks schedule, prepares participants for upcoming meetings, proactively collects meeting and read-ahead materials, and ensures that key meetings are attended, and deadlines are met. Provides operational support for special projects; researches and obtains information, helps plan and ensure follow-through of assigned tasks.
Key Responsibilities
· Track portfolio activities and identify challenges.
· Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating communications.
· Develop and manage a monthly roadmap and annual strategy for leadership engagements, aligning with strategic guidance and organizational goals.
· Proactively manage complex, high-priority calendars, resolving conflicts and prioritizing meetings.
· Coordinate and facilitate leadership engagements, including meetings, technical reviews, design reviews, forums, and protocol events.
· Arrange intricate domestic and international travel, including itineraries and accommodations. Prepare expense reports and reconcile accounts.
· Provide executive-level support for senior leadership, including preparing briefings, data, and preparatory materials for senior-level meetings.
· Represents the executive by attending meetings in the executive’s absence.
· Maintains customer confidence and protects operations by keeping information confidential.
· Provides historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.
Required Qualifications
· Strong experience managing executive travel, including domestic and international.
· Minimum of 10 years of experience providing executive-level administrative support in government, military, or large-scale corporate settings.
· Detail-oriented with exceptional planning, written and verbal communication skills.
· Experience managing special projects, executive meetings, and external groups. Ability to manage multiple tasks, priorities, and schedules with minimal supervision.
· Clearance: Must be able to obtain a DOD Interim Secret clearance prior to employment. Continued employment is contingent that the employee obtains and maintains a full Secret clearance within a reasonable amount of time.
Desired Qualifications
· Bachelor’s Degree in business or related field
· Active Secret Clearance
· Knowledge of DoD or other US Government operations and processes
· Knowledge of Defense Travel System
· Strong proficiency in Microsoft Office Suite and SharePoint for managing data and reports
Additional Information
· Clearance: Secret
· Expected Travel: 10%
· US Citizenship
Demo