Executive Assistant

Executive Assistant

Marathon TS is looking to hire an Executive Assistant to support the Dept of State. Duties include providing process management, planning, stakeholder management, and integration of initiatives for the Strategic Planning Office (SPO) director's level activities.

• Serve as inflow management for tasks and service requests
• Compile and organize tasks and recommend assignments to the director
• Following guidance from the director, manage the assignment and communication of tasks, setting clear deliverables and schedules for the team
• Manage communication to other offices, directorates, and upper level management on tasks and information requests leveraging the front office staff
• Performs task, re-prioritization and tracking to support changes in executive or external oversight directions
• Manages the schedule and deliverables for the office through coordinating efforts of office staff
• Track and report on task completion
• Perform general quality assurance on written communication, to include formatting and grammar on documents
• Provides advanced secretarial, administrative, and project support to the Director, Special Assistant, Division Chief and senior bureau management on initiatives and with little or no supervision
• Escalate issues, risks, and concerns if any task may not meet agreed upon schedule
• Interpret, evaluate, and predict through lessons learned, the director's preference when clearing memorandums, documents, and other materials prior to the director's clearance
• Draft office policies, memorandums, and other office related inter-and external-office related communication
• Acts as liaison between the director and subordinate managers by providing accurate, timely advice on procedures, reports, requirements, and other matters necessary to implement the director's policies, directives, and instructions. Informs them of current issues and programs and schedules briefings by members of the staff for the director
• Provides coverage for the office administration staff including answering phones, escorting authorized visitors, conference room scheduling, HR functions (i.e. time and attendance, org chart updates, floor plan updates).
• Prepares various reports to assist in data analysis for the office including the weekly activity report, week-ahead report, director's agendas, memos for action, etc.
• Completes similar paper work to ease the flow of work through the office and provides the director with current information in readily accessible form.
• Creates and maintain soft-copy and hard-copy files of information received by the office or prepared on behalf of the office
• Acts as a liaison with human resources on the creation and classification of new position descriptions; acquiring approval for job vacancy announcements; preparation of incoming personnel; and any HR related item involving the hiring of new staff
• Other duties as assigned

Qualifications: Clearance:

• This position requires a Secret security clearance.

Required Skills:

• Strong communications skills, both oral and written.
• Three years of applicable administrative experience.
• Strong analytical skills.
• Ability to handle multiple projects simultaneously.
• Detail oriented and able to work in a fast paced environment.

• Bachelor's degree in Business Administration or related field required; equivalent experience may be substituted for degree.

Marathon TS is committed to the development of a creative, diverse and inclusive work environment. In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Marathon TS will be based on merit, qualifications, and abilities. Marathon TS does not discriminate against any person because of race, color, creed, religion, sex, national origin, disability, age or any other characteristic protected by law (referred to as "protected status ").