Executive Assistant I

Job Title: Executive Assistant I

Department: Operations – Services

Reports To: RavenTek Program Manager

Location: Arlington, VA

Schedule: Monday – Friday

Hours: Full-time, 40-hours/week

FLSA Status: Hourly, Nonexempt

Clearance: Secret

Position Summary

The Executive Assistant I will provide comprehensive administrative and executive support to the customer and other offices in support of the program’s mission. This position is responsible for coordinating executive communications, managing calendars and meetings, preparing and reviewing reports and correspondence, maintaining office records and administrative requirements, and coordinating official travel, conferences, visits, and other office activities. Responsibilities also include, but are not limited to, supporting office workflow and approval processes, gathering and compiling information, preparing meeting minutes and materials, coordinating with internal and external stakeholders, and providing special project and administrative support as needed. The performance of this position is key to RavenTek’s performance on the contract and its mission to support the customer.

Essential Duties and Responsibilities

• Provide a bridge for complex cyber issues at all levels of the department using superlative verbal and written communication and interpersonal skills.
• Provide oversight of office executive communications, approvals, and products to ensure consistency of messages and processes for internal and external communications to the stakeholders and customers.
• Maintain an awareness of the internal structural levels of the organization.
• Manage the workflow of office level calendars and adapt to frequent schedule adjustments.
• Gather data and information from offices, review data for accuracy and relevancy, compile information, ensure product quality (substance, format, and grammar), and shepherd the product through the review and approval processes in support of: Daily Activity, Weekly Activity, and Bi-Weekly (every two weeks) Activity reports.
• Maintain an efficient office environment to include the ordering of supplies/equipment; arranging for office equipment and repairs; participate in event planning.
• Monitor administrative requirements of offices and coordinate administrative matters, in coordination with the supervisor, with other offices.
• Prepare and/or edit organizational charts on a monthly basis.
• Attend meetings; capture and distribute minutes derived from the meeting.
• Coordinate meetings and official representational functions (prepare contact/guest lists and invitations and track responses).
• Work with visit control officers to plan and coordinate official conferences and high-level visits.
• Oversee all aspects of travel to support the Offices and Resource Management; coordinate all logistics, transportation needs, and generate government travel orders with accuracy and adherence to Federal and DOS Travel Regulations through the E2 Travel Platform.
• Make appointments for the supervisor, open and distribute mail, file, make copies, and perform other administrative duties as assigned.
• Update and maintain appointment calendars, setting up appointments and meetings, opening incoming mail and routing it to appropriate individuals, organizing and maintaining filing systems, making travel arrangements, escorting and receiving visitors to the office, final proofreading and editing of the material of others, developing and implementing office procedures, composing letters for signature of the supervisor, assembling information for reports, setting up and maintaining databases.
• Prepare time and attendance records for the supervisor and office staff.
• Perform special assignments, project support, and other administrative support on request, providing substantive support and assistance to the team.
• Enter actual time worked, once complete, at the end of the day, or no later than 10:00 a.m. the following workday, and submit timesheets at the end of each pay period.
• Monitor and respond to RavenTek email a minimum of 3 times per week.
• Complete required compliance training as assigned.
• Other duties as assigned.

Knowledge and Critical Skills

• Must be highly organized and have excellent oral and written communication skills in order to interface with personnel and other government agencies at all levels.
• Ability to handle multiple tasks simultaneously.
• Ability to communicate effectively orally and in writing.
• Knowledge of office policies, practices, and procedures.
• Proficiency in Microsoft applications (MS Word, Excel, PowerPoint).
• Knowledge of basic accounting skills.
• Ability to work independently.

Education & Work Experience

• Associate’s degree or three years of increasingly responsible administrative experience may be substituted for education
• Experience working with databases.

Certifications, Licenses

• N/A

Special Requirements

• Must be a US citizen and possess or be able to obtain/maintain a SECRET clearance.

Work Environment

Employee will be working indoors in an office environment. Potential moderate temperature fluctuations. Typical indoor and computer related noise level, and typical office, paper, and equipment related dust. Exposure to video display terminals occurs on a regular basis.

Physical Demands

Employee must be able to sit at a workstation for extended periods; use hand(s) to handle or feel objects, tools, or controls; reach with hands and arms; talk, see and hear. Requires the ability to work on desktop or laptop computer for extended periods of time. Employee may be required to occasionally lift and/or move moderate amounts of weight, typically less than 20 pounds. Regular and predictable attendance is essential.

ADA: RavenTek will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

EEO/AA: RavenTek does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, sexual orientation, gender identity, veteran status, height, weight, or marital status in employment or the provision of services and is an equal access/equal opportunity/affirmative action employer.

This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification. This job description is not intended to be an all-inclusive list of duties and standards of the position.