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Executive Administrative Assistant

Company: Xator
Location: Chantilly
Posted on: June 6, 2021

Job Description:

Xator seeks enthusiastic, positive, and proactive self-starters to join our team. Our leadership aims to attract and retain the best and brightest employees, maintain an environment built on trust and pride, and encourage individual and team achievements. We uphold ourselves to an exceptional professional standard of conduct, setting ourselves apart from our competition.

Xator is dedicated to creating and maintaining a lifelong learning environment. We encourage forward-thinking, innovation, and out-of-the-box ideas in an inclusive environment. Our training and continuing education programs allows us to constantly improve services and deliver innovation to our customers. We invest in our employees and they, in turn, advance our clients' mission.

Clearance Requirement: Active or Current TS w/ a current SCI and Polygraph.

This position is contingent upon award.

POSITION OVERVIEW

Mange the overall workflow and coordination of senior level office. Includes scheduling, managing, and disseminating Senior Executive(s) calendar(s); controlling access to the Senior Executive(s) and preparing correspondence.

DUTIES AND RESPONSIBILITIES (ESSENTIAL FUNCTIONS)

The selected Senior candidate shall

  • Answer and place telephone calls, direct calls, take messages, and follow-up accordingly
  • Maintain an efficient office environment to include assisting in the ordering of supplies/equipment, arranging for office equipment repairs, coordinating office renovations, and participating in event planning
  • Prepare read-ahead material for Senior Executives
  • Receive, sort, and screen in-coming mail; categorize, prioritize and prepare responses for Senior Executive signature
  • Summarize correspondence, highlight key issues or topics of interest, and follow up to ensure proper and timely response
  • Manage the workflow of multiple matters, within a continuously adapting schedule, for the assigned Senior Executive
  • Prepare non-routine letters, memos, documents, and various reports for Senior Executive signature to ensure compliance with NRO correspondence guidelines
  • Prepare to host Senior Executive visitors to include passing security clearances and escorting
  • Update and maintain records and files using the NRO enterprise records management system
  • Maintain an awareness of internal structural levels and hierarchy within the organization
  • Assist and relieve the assigned Senior Executive of a variety of complex executive office support functions
  • Manage all aspects of Senior Executive daily agenda to include scheduling appointments, preparing travel itineraries, schedule Very Important Person (VIP) parking, and making arrangements
  • Process travel accounting vouchers
  • Research and prepare background information on meeting attendees and/or topics of interest for meetings
  • Disseminate schedule to appropriate staff and act as a liaison between Senior Executive and others
  • Develop create approaches and alternatives to the resolution of issues and problems

JOB REQUIREMENTS AND QUALIFICATIONS

Education

  • Required: HS Diploma or GED Equivalent
  • Desired: Bachelor's degree in any discipline

Experience

  • Five (5) years relevant work experience required w/ Bachelors
  • Ten (10) Years relevant work experience required w/out Bachelors degree

Specialized Knowledge/Skills Requirements

  • Demonstrated ability in oral and written communications skills sufficient to compose and deliver clear and concise responses
  • Demonstrated knowledge of proper English usage, spelling, grammar, punctuation, and sentence structure to ensure written materials prepared and reviewed are compete succinct and formatted correctly
  • Demonstrated experience working with senior executives at multiple organizational levels
  • Demonstrated experience adapting to a rapidly changing work environment while maintaining flexibility and versatility
  • Extensive knowledge of NRO/IC/DoD organizational structure, mission, vision, culture, values, philosophy, and operating principles
  • Detail Oriented
  • Ability to communicate effectively and concisely using a variety of styles and technique appropriate to the audience
  • Strong interpersonal skills
  • Ability to be discreet and maintain confidentiality
  • Proficient in the use of Microsoft Office and standard computer applications

Keywords: Xator, Chantilly , Executive Administrative Assistant, Other , Chantilly, Virginia

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