Executive Assistant

VISTA Technology Services, Inc. (VISTA) is currently seeking an experienced Executive Assistant to support our NAVSEA customer, reporting onsite in Washington, DC 5 days a week.

The Executive Assistant will provide high-level support to a NAVSEA Front Office and directly support the Program Manager (PM) and Deputy Program Manager (DPM).

The ideal candidate will demonstrate experience and a professionalism in ensuring daily schedules are executable, meetings are well-prepared and read-aheads are sent and received in a timely manner, establishing perceptions for the office as a whole and fostering credibility with Navy, OSD, and congressional leaders. They will be an expert in the functions that support the PM/DPM, driving schedules to be executed on time and efficiently.

Responsibilities:

• Manage PM/DPM incoming visitor process (visit requests, parking, visitor badging, CAC resets, etc.) and receive and assist guests
• Manage PM/DPM off-site visits including arranging executive motor pool, visitor access, parking
• Coordinate and verify Internal meetings (conference room reservations, Video Teleconferencing (VTC), Global Video Services (GVS), MS Teams)
• Coordinate off-site meetings with host organization ((conference room reservations, VTC, GVS, MS Teams)
• Manage PM/DPM travel including obtaining official passports
• Obtain NAVSEA and Pentagon current directories and familiarize self with the front office staff
• Track accounts and access to avoid lapse (hard badges, accesses at visit sites, government credit card)
• Take initiative to review office operations and offer recommendations to improve effectiveness and efficiency and office best practices within established PM/DPM guidelines
• Manage PM/DPM calendars per guidelines, phone lines, and the program office long range calendar
• Review calendars daily, prioritize and de-conflict at least 2 days prior and confirm
• Manage scheduling of all internal meetings and with external organizations including the scheduling and set up of any needed VTCs, GVS, and/or conference rooms (duplicate remove)
• Manage scheduling of interviews for Government hiring panels
• Successfully address flag officer/SES requests
• Manage local, CONUS and OCONUS travel, create travel orders on behalf of the PM/DPM, to include building digital travel book in Outlook, creating travel claims, and resolving all DTS technical issues
• Prepare and maintain PM/DPM correspondences including bios, personal letters for promotions, recommendations, and personal notes after selection boards
• Obtain read-aheads prior to meetings and add to OneNote
• Understand and drive delivery of emails, reporting, etc. that the PM/DPM send
• Prepare correspondence for PM/DPM review/signature in accordance with Navy Correspondence Manual requirements
• Track documents, ensure serialized, and distribute following signature
• Track and provide a weekly status of documents in routing for PM/DPM/PEO/ED review/signature
• Maintain official correspondence in accordance with Records Management requirements

Basic Qualifications:

• High School Diploma or GED
• 7+ years of administrative experience as an executive assistant supporting DoN/DoD/DoW senior leadership in a Program Office and/or at the Pentagon
• Experience managing DoN/DoD/DoW senior military and/or program leaderships' calendars, meetings, and travel
• Experience managing and scheduling meetings to include reserving and setting up/coordinating and testing VTC, GVS, and conference rooms
• Experience working and coordinating with high-level cross-functional teams, and staff at Pentagon and other external NAVSEA/DOD organizations or agencies
• Experience identifying barriers and developing solutions that streamline processes and improve program performance to include initiating and updating SOPs
• Experience coordinating, managing, and supporting executive leadership meetings
• Experience preparing correspondence for senior officials review/signature in accordance with the Navy Correspondence Manual requirements
• Exceptional verbal communication and writing and editing skills
• Experience with CAC resets and getting visit badges/CACs coded
• Experience managing visit requests for various commands as well as visitor parking
• Experience organizing and scheduling on and off-site meetings for senior leadership
• Experience obtaining parking and visitor access, arranging executive motor pools, and leading weekly schedule and travel syncs
• Experience using DoN Defense Travel Systems (DTS)
• Familiarity with DoN Records Management (RM) requirements
• Ability to demonstrate an understanding of DoN leadership and knowledge of DoN organization, culture, and terminology
• Ability to work under time constraints and resolve problems and conflicts and be flexible in their ability to adapt to ever-changing requirements
• Ability to professionally collaborate, interface, and communicate with all levels of personnel
• Strong attention to detail and the ability to conduct quality assurance/quality control on their work and the work of others
• Proficient with Microsoft Office 365 (Excel, Word, PowerPoint, and Outlook), MS Teams, and SharePoint
• Active DoD Secret Clearance

Salary at VISTA is determined by various factors, including but not limited to location, the individual's particular combination of education, knowledge, skills, competencies, and experience, as well as contract-specific affordability and organizational requirements. The projected compensation range for this position is $105,000.00 to $130,000.00 (annualized USD). The estimate displayed represents the typical salary range for this position and is just one component of VISTA's total compensation package for employees. We also offer a competitive leave package and a generous benefit plan which includes medical, dental, vision, life and disability insurance, tuition assistance, and an employer matching 401(k) plan.

Applicants selected for this position will be subject to a government security investigation and must meet eligibility requirements for access to classified information.

For this position, VISTA will consider only applicants with an active DoD security clearance.

To learn more about VISTA and to apply for this position, please visit our website at

VISTA is an Equal Opportunity Employer/Disability/Veterans Employer