Senior Executive Assistant. DOI

Job Description

Job Description

About the OpportunityHeartland Consulting is seeking an experienced Senior Executive Assistant to provide high-level administrative, executive, records management, and program support services to the Marine Minerals Administration (MMA), Office of Strategic Resources (OSR) Front Office Operations Support Team in Sterling, Virginia.This role is ideal for a proactive, highly organized professional who thrives in a fast-paced federal environment and can operate with a high degree of independence while supporting senior leadership during a period of organizational transition.Functional ResponsibilitiesProvide a full range of ongoing, proactive administrative and executive support. The Executive Assistant (EA) serves as the primary point of contact for internal and external matters pertaining to Executive Programs/Offices. The EA serves as the liaison to the senior management teams and organizes and coordinates executive outreach and external relation efforts.This position also encompasses the full range of Executive Assistant duties, including:Screening callsManaging calendarsMaking travel, meeting, and event arrangementsPreparing reports and financial dataTraining and supervising other support staffCustomer relationsThe role requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, outside clients, and vendors. Sensitivity to confidential matters is required.Key ResponsibilitiesRecords ManagementAssist with physical inventory of records in the OSR file roomAssist with digital inventory of records on OSR network, OneDrive, and SharePoint locationsCoordinate records management work actions with existing BOEM/MMA and OSR records management points of contactDigitize physical records as needed, recording appropriate metadata, labeling filenames per guidance, and organizing digitized records per file plansCoordinate with BOEM/MMA and OSR records management points of contact to box appropriate physical records and transfer records to NARA/FRC facilities for storage according to BOEM/MMA records management guidanceProcess transfers of records to and from BOEM/MMA/OSR and appropriate records storage facilities for records review according to BOEM/MMA records management guidanceAssist with proper disposition and cataloging of temporary records according to BOEM/MMA records management guidanceObserve and participate in BOEM/MMA records management meetingsAssist with documenting records management actions completed and updating process documentation related to records management activities and guidanceProgram SupportAssist with monitoring OSR network, OneDrive, and SharePoint locations; update existing files to newer versions, add necessary resources and files, and remove or archive old or unneeded filesEdit, update, and review posts on OSR shared Internet websites and resourcesProvide assistance with coordinating communications and updates related to data calls and informational requests received by the OSR Front OfficeLearn OSR Front Office program processes, adapt to new guidance and process changes as issued, document work processes in the format of process guides, tip sheets, and standard operating procedures, and manage the distribution, versioning, and updating of documentation producedGeneral Administrative SupportAssist with scheduling, coordinating, and updating meetings using available online and offline resourcesAssist with preparing, receiving, and monitoring shipments for OSR staff; also assist with receiving, sorting, and distributing mail and other correspondence for OSR staffCoordinate with OSR staff to gather, prepare, and review documentation for submission into BOEM's Document Tracking System (DTS)Support OSR staff in receiving, documenting, and verifying assigned controlled property in addition to preparing and updating physical and digital property recordsSupport OSR staff by coordinating collection and review of required HR documentation required for personnel actions in addition to updating existing tracking resources for personnel actionsAssist with physical, routine office tasks such as printing, filing, moving boxes and equipment, and organizing supplies and equipmentLearn administrative processes, adapt to new guidance and process changes as issued, document work processes in the format of process guides, tip sheets, and standard operating procedures, and manage the distribution, versioning, and updating of documentation producedOffice Systems ProficienciesRequired:Microsoft WordMicrosoft OutlookMicrosoft PowerPointMicrosoft SharePointHighly Desired:Microsoft CopilotMicrosoft Power AutomateMicrosoft FormsRequired QualificationsBachelor 's Degree or equivalent experienceMinimum of five (5) years of progressive experience providing administrative and executive supportDemonstrated ability to serve as the primary point of contact and liaison for senior management and executive officesStrong computer and Internet research skills, flexibility, excellent interpersonal skills, and project coordination experienceProven ability to work effectively with all levels of internal management and staff, outside clients, and vendorsExperience handling confidential and sensitive information with discretionU.S. CitizenshipAbility to work on-site in Sterling, Virginia as the primary place of performancePreferred QualificationsPrior experience supporting federal government executives or program offices (DOI, BOEM, BSEE, or similar preferred)Experience with federal records management practices, NARA guidance, or electronic records transition effortsWorking knowledge of Microsoft Copilot, Power Automate, and/or Microsoft FormsExperience creating process documentation, SOPs, tip sheets, or knowledge-management materialsFamiliarity with Document Tracking Systems (DTS) or controlled property managementIndian PreferenceIn accordance with Heartland Consulting's Indian Preference Program, preference in employment, hiring, promotion, training, and all other aspects of employment is given in the following order:First to enrolled members of the tribal community where work is performedSecond, to enrolled members of any federally recognized tribeThird, to enrolled members of a state recognized tribeFourth, to qualified descendants of enrolled members of a federally recognized tribeThis preference is applied in a manner that supports the development of self-sustaining business opportunities, workforce training, and positive economic outcomes for tribal and Indigenous communities. Qualifications, experience, and the ability to successfully perform the requirements of the position remain essential.What Success Looks LikeThe ideal candidate is highly organized, proactive, and comfortable operating independently in a dynamic federal environment. You take pride in delivering seamless executive support, bringing structure to complex information environments, and creating clear, usable processes that help teams work more effectively.How to ApplyPlease submit your resume and a brief cover letter that highlights your relevant executive support experience, records management background (if applicable), and proficiency with Microsoft 365 tools. Candidates who wish to be considered under Indian Preference are encouraged to self-identify and provide supporting documentation.Heartland Consulting is an Equal Opportunity Employer.