Executive Assistant

ANALYTICA - Washington, DC (30+ days ago)3.7


Analytica is seeking an Executive Assistant to support a Federal Department in Washington DC.

Primary Responsibilities Include (But Are Not Necessarily Limited To):

Answer, screen, and route telephone calls
Structure, organize, and expedite activities and workflow for the Office of the Assistant to the Secretary.
Screening correspondence and phone calls from high ranking officials and executives. Determine nature of calls and appropriate follow-up responses/actions
Prepare and present reports on special projects. Collect, analyze, and format information and data. Ensuring all relevant parties receive information and presentation materials are well thought out and concise
Communicate and coordinate instructions with various individuals
Furnish and obtain information from other executives/stakeholders as well as on behalf of the Assistant to the Secretary
Make necessary travel arrangements (transportation and hotel accommodations included). Prepare travel itineraries and direct reports. Arrange and coordinate all details for meetings, conferences, and special events
On behalf of the Assistant to the Secretary, meet with direct reports to gather information and compile for review, additionally recommend actions
Manage various administrative projects
Proof-reading material with impeccable grammar and composition proficiency
Work independently and manage special projects (can include creating, planning, and coordinating multiple presentations and disseminate information)
Research, prioritize, and follow up on incoming issues and concerns addressed that may be sensitive/confidential in nature. Determine appropriate course of action, referral, or response
Keep the Assistant to the Secretary well informed of upcoming commitments and responsibilities, as well as issues taking place in the environment to keep the Assistant to the Secretary well informed
Coordinate meeting agendas, off-sites, and staff meetings while maintaining the calendar and attend meetings to take minutes
For meetings, organize audio/video and other essential services
Submit and monitor work orders for various maintenance needs
Serve as a point of contact between public, state, and federal agencies and the Assistant to the Secretary
Monitor and sort mail for the Assistant to the Secretary and staff. May include access to the Assistant to the Secretary's email and ability to respond on her behalf
Develop and implement standards for tracking internal and external correspondence
Prepare for visitors by initiating/passing needed security clearances and escort visitors

Skills, Experience, and Other Job Related Requirements:
Ability to plan, prioritize, and multi-task in a high pressure, highly confidential, and fast paced environment
Strong professionalism, decorum, and proven experience supporting senior level executives with the ability to command respect both inside and outside the organization
Detail oriented, highly organized team player who is innovative and confident
Ability to communicate effectively, tactfully, and exercise discretion
Excellent oral and written communication skills sufficient to compose and deliver responses to a wide variety of audiences in a clear and concise manner
Highly motivated, energetic, personable, and comfortable working closely with executive management
Possess a high set of moral and ethical principles
Strong analytical, written, and verbal communication skills to liaise between offices, management, customers, and support teams
Ability to anticipate needs, think critically, and recommend solutions in advance
Ability to work productively in a team environment with limited general supervision
Ability to assemble information according to Departmental procedures
Advanced knowledge of Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint
Knowledge of iPad/Apple Products
Extensive knowledge of filing and records management systems and practices

About ANALYTICA : Analytica is a leading consulting and information technology solutions provider to public sector organizations supporting health, civilian, and national security missions. Founded in 2009 and headquartered in Washington D.C., the company is an established SBA certified HUBZone and 8(a) small business that has been recognized by Inc. Magazine each of the past three years as one of the 250 fastest-growing companies in the U.S. Analytica specializes in providing software and systems engineering, information management, analytics & visualization, agile project management, and management consulting services. The company is appraised by the Software Engineering Institute (SEI) at CMMI® Maturity Level 3 and is an ISO 9001:2008 certified provider.