Job Description and Summary
The Administrative Assistant provides executive-level administrative, logistical, and operational support to leadership. The role ensures efficient office operations, facilitates communication across stakeholders, and supports organizational priorities through exceptional coordination, professionalism, and customer service.
Principal Duties and Responsibilities
· Track, manage, and escalate incidents to ensure timely resolution.
· Facilitate and lead bridge calls for critical incidents.
· Coordinate meetings and events, including agendas, logistics (room, AV, catering), and participant communications
· Prepare and distribute meeting materials, briefings, minutes, and action items
· Screen and manage correspondence (email, calls, memos), routing items appropriately and ensuring timely responses
· Draft, edit, and review professional correspondence, reports, and presentations for accuracy and clarity
· Maintain executive files and records, including digital filing systems and document retention
· Track and follow up on taskings, assignments, and deadlines to ensure completion and quality standards
· Coordinate travel arrangements, including itineraries, authorizations, and voucher processing
· Provide administrative and logistical support for conferences, briefings, and executive engagements
· Support development of presentations, talking points, and briefing materials
· Assist with strategic planning coordination, including maintaining schedules, tracking progress, and supporting reporting
· Compile, analyze, and prepare background information and data for leadership decision-making
· Facilitate communication and coordination between leadership, staff, and external stakeholders
· Serve as the primary point of contact for leadership, managing communications, visitors, and inquiries
· Manage executive calendar, including scheduling, prioritizing, and coordinating meetings, events, travel, and commitments
· Serve as a liaison with internal departments and external organizations (government, industry, academia)
· Ensure communications and materials meet organizational standards, formatting, and policy requirements
· Monitor and support administrative processes, identifying and resolving issues or inefficiencies
· Provide customer service and executive support, handling sensitive matters with discretion and professionalism
· Maintain office operations, including supplies, time records, and general administrative functions
· Perform other administrative and program support duties as assigned
Qualifications and Skills
Mandatory:
·8 years of executive assistant experience
·Microsoft Office Suite – Outlook, Word, Excel, PowerPoint, Teams, OneNote
· Microsoft Planner Premium / Microsoft Project
· Microsoft Visio
· Foxit PDF Editor and/or Adobe Acrobat
· Zoom
· Strong organizational and time-management skills
· Excellent verbal and written communication skills
· Ability to manage multiple priorities and deadlines in a fast-paced environment
· Strong attention to detail and accuracy
· Ability to maintain confidentiality and exercise discretion
· Strong customer service and interpersonal skills
· Ability to work independently and as part of a team
· Professional demeanor and executive presence
· High School Diploma required
Desired:
· Associate’s or Bachelor’s degree preferred
· Experience supporting senior leadership, government, industry, or professional organizations preferred
Pay: $80,000.00 - $90,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Professional development assistance
- Tuition reimbursement
- Vision insurance
Application Question(s):
- This position requires a background check, candidate must be able to pass.
Experience:
- Executive administrative support: 8 years (Preferred)
Work Location: In person
