Executive Assistant V Job at CMT Services Inc. in Washington

Disclaimer:

By submitting your resume for this job posting, you authorize CMT Services, Inc. to forward your resume to all applicable internal and external managers, agencies, and recruitment personnel for review and consideration to hire.

ABOUT US:

CMT Services, Inc. is a dynamic and growing small business supporting Federal, State, and Local government agencies. As a SBA-certified HUBZone, Woman Owned Small Business (WOSB), we deliver quality, professional services to support the missions and strategic business goals of our clients. Leaning on our core values of Integrity & Commitment, CMT's mission is to continue delivering the highest quality services to our customers by applying best practices from our team of Industry experts ensuring not only our customers success, but the establishment of CMT Services as their Reliable Partner of Choice.

Executive Assistant V's Responsibilities include:

• Operating at the Senior Executive Assistant level, primarily supporting the Executive and Deputy Directors through scheduling, assistant support, preparing meeting briefings, reports, correspondence, and materials.
• Interfacing with all of PCAH's stakeholders, around 200, including committee members, high-profile reps, funders, federal agency representatives, the White House, and congressional representatives.
• Track and document follow-ups and action items resulting from stakeholder interactions.
• Maintain and update a database of stakeholders, including contact information, interaction history, and key notes.
• Coordinate with other assistants or contractors to address overlapping needs or tasks.
• Ensure all PCAH records are stored securely and comply with federal record-keeping requirements.
• Address questions and requests from stakeholders via phone and email.
• Monitor PCAH's general inboxes for inquiries and respond within 5 business days. PCAH usually receives around 10 requests per month.
• Carry out administrative duties such as organizing files, creating agendas, and notetaking.
• Responsible for creating, maintaining, and tracking deliverables, such as document reviews, emails, and supervisory tasks, for the Executive Director, along with creating and sharing a daily briefing for the Executive Director to prepare her for her day.
• Prepare briefing materials for meetings with stakeholders, including background research and key points for discussion.
• Responsible for tracking and managing the Executive Director's inbox.
• Assist Expert for External Affairs with preparing public-facing materials and materials for committee members,
• Arrange travel regularly within the agency's CWTSato E2 Travel System on behalf of the Executive and Deputy Directors, and on occasion other team and committee members. The Contractor will represent the PCAH team at agency travel meetings, maintaining an up-to-date understanding of federal travel regulations and advising PCAH team members. The Contractor personnel shall demonstrate experience arranging travel using a similar travel system.
• Assist in ensuring PCAH's compliance with government regulations, including ethics and travel guidelines.
• Available to travel to meetings and events, usually once a month, at IMLS Headquarters and locations within 30 miles of Washington, DC. The Contractor is responsible for local travel costs. The agency may reimburse travel outside of 30-miles from Washington, DC upon approval by the Contracting Officer.
• Assist in planning, managing, and implementing PCAH-hosted events, including convenings, conferences, and committee meetings.
• Provide weekly status report detailing accomplishments in accordance with metrics as defined by PCAH staff. Metrics include number of meetings scheduled per week, efficiency in completing assigned tasks, meeting deadlines for arranging travel, and responsiveness rate to emails and requests.

Experience:

• Contractor personnel shall have at least 5 years' experience as an executive or staff assistant working for Executive Directors or a senior ranking government official or congressional representative. Experience serving multiple c-suite executives at once preferred.
• They should have experience communicating with high-profile contacts, such as elected and appointed officials, artists, celebrities, scholars, funders, and their teams. Ability to work with diverse stakeholders, including artists, cultural leaders, and government officials, with cultural competence.
• They must have demonstrated proficiency in executive support with a strong ability to independently plan, organize, and prioritize work assignments and schedule requests. They shall be able to maximize efficiency of the Executive and Deputy Directors' schedules. Proven ability to manage competing priorities and adapt to shifting deadlines or requirements.
• They shall demonstrate a high-level of seriousness and professionalism in all scenarios, mindful of PCAH's position within the public, private, and government sectors.
• They should have excellent proficiency in written and spoken English and Microsoft Office, especially Microsoft Outlook, along with scheduling virtual meetings on Microsoft Teams and Zoom. Familiarity with tools like Asana, Trello, or Smartsheet to track tasks and deliverables is desired but not required.
• At least 1 year of experience with a government travel system, such as CWSATO
• At least 1 year of experience navigating issues within both the Federal Travel Regulations and an agency's procedural travel regulations, such as types of allowable expenses, per diem, common carrier transportation, emergency situations, payment methods, vouchers, and reimbursement.
• They shall demonstrate an understanding or be able to learn the breadth of PCAH's initiatives across key areas in the arts and humanities sectors.
• Experience in the federal government is required.
• Strong understanding of the mission and programs of PCAH, NEA, NEH, IMLS, and federal procurement a plus.
• Any experience with the arts and/or humanities preferred but not required.

Work Hours

This position will require 40 hours of effort per week. Normal office work hours are from Monday through Friday, excluding holidays, from 8:30 a.m. until 5:00 p.m., Eastern Time.

Employee(s) shall be available for virtual and conference call meetings during all of these days. Adjustments in the normal work hours or coverage hours can be made, subject to mutual written agreement.

Location

This position is remote. Communications will occur virtually through telephone or electronically. Employee(s) must be available to travel to meetings and events, usually once a month, at IMLS Headquarters and locations within 30 miles of Washington, DC. Employee(s) are responsible for local travel costs. Travel costs in excess of 30-miles from Washington, DC may be reimbursed upon written approval.