Administrative/Executive Assistant Job at C2 Essentials in Washington

The Administrative/Executive Assistant will provide comprehensive administrative support by managing calendars, coordinating meetings, handling communications, preparing documents, arranging travel, and maintaining confidentiality, ensuring smooth day-to-day operations and effective time management for their assigned executive(s).

Key Responsibilities:

• Calendar Management: Manage and prioritize the executive's calendar, scheduling meetings, appointments, and internal/external calls, including reminders and conflict resolution
• .Communication Management: Screen and respond to incoming calls, emails, and correspondence, directing inquiries to appropriate parties as needed
• Travel Arrangements: Coordinate all aspects of executive travel, including booking flights, accommodations, transportation, and itineraries
• Document Preparation: Draft and edit various documents including letters, memos, presentations, reports, and spreadsheets on behalf of the executive
• Meeting Coordination: Prepare meeting agendas, gather materials, take minutes, and follow up on action items
• Research and Analysis: Conduct research on various topics to support executive decision-making
• Expense Reporting: Track and submit expense reports for the executive
• Office Management: Overseeing daily office operations; order office supplies, and manage administrative tasks as needed
• Confidentiality: Maintain strict confidentiality regarding sensitive information
• Record keeping: Maintain and organize records, documents, and files
• Personnel support: Perform personnel administration and serve as subject matter expert for administrative matters
• Security: Ensure the security and confidentiality of sensitive information and documents
• Budgeting: Manage budgets and resources for office operations
• Problem solving: Addressing administrative issues and solving problems

Required Clearance

U.S. Citizen with an active Department of Defense SECRET security clearance

Required Skills and Experience

• 7 years of related experience
• Knowledge of Navy correspondence manual requirements
• Possess strategic and critical thinking skills with ability to work independently
• Excellent Communication Skills: Strong written and verbal communication to effectively interact with internal and external stakeholders
• Organizational Skills: Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines
• Attention to Detail: Meticulous attention to detail to ensure accuracy in all tasks
• Proficiency in Microsoft Office Suite: Expertise in applications like Word, Excel, PowerPoint, and Outlook
• Calendar Management Skills: Efficiently managing complex schedules and coordinating appointments
• Discretion and Confidentiality: Ability to handle sensitive information with utmost confidentiality

Desired Skills and Experience

• Bachelor's degree or equivalent experience
• Proven experience as an Administrative/Executive Assistant in a fast-paced environment
• Strong interpersonal skills and ability to build rapport with executives and colleagues
• Experience with project management and coordinating complex events
• Experience with SharePoint a plus
• Prior Navy Yeoman or similar training/experience

EOE M/F/D/V