Executive Assistant

Job Description

Job Description

Overview

The Work

The Executive Assistant serves as a key partner to senior executives, overseeing day-to-day operations, communications, and administrative activities to enable the effective execution of organizational goals and priorities. This position demands outstanding organizational and coordination skills, a high level of professional discretion, and the capacity to manage sensitive issues and competing demands in a dynamic, high-pressure environment.

This position aligns with Cayuse’s core values of Innovation, Excellence, Collaboration, Adaptability, and Integrity by fostering technical solutions that meet customer needs, promoting teamwork, and prioritizing quality in deliverables.

MUST HAVE AN ACTIVE SECRET CLEARANCE

Responsibilities

Key Responsibilities

• Support special initiatives and priority efforts assigned by the Executive Director or Senior Leadership, providing research, coordination, and follow-through to completion.
• Assist with knowledge management initiatives, including organizing and streamlining physical and electronic records, implementing standardized filing and retrieval processes, and coordinating the regular review and disposition of outdated materials.
• Manage the preparation, tracking, routing, and follow-up of formal Department correspondence and clearance packages to ensure accurate, timely, and compliant processing.
• Draft, update, and maintain Standard Operating Procedures (SOPs) for Executive Offices to promote consistent, efficient, and compliant business processes.
• Design, document, and implement technology-enabled workflows and tools to improve office efficiency, transparency, and information management.
• Maintain effective working relationships with internal and external stakeholders; exercise independent judgment to make decisions within delegated authority; and proactively anticipate leadership’s information and coordination needs.
• Screen and triage visitors, calls, and inquiries; route issues to appropriate staff; draft, review, and process routine, non-technical correspondence; and provide accurate, timely information as appropriate.
• Manage leadership calendars by scheduling and prioritizing meetings, adjusting appointments as needed, arranging alternate representation, and ensuring appropriate preparation and deconfliction.
• When required, coordinate all aspects of official travel, including transportation, lodging, passports, and visas; initiate and manage travel arrangements through E2; and prepare and process travel authorizations and vouchers.
• Coordinate and support meetings and events by scheduling sessions, preparing and distributing materials, reserving facilities, arranging visitor access and escorts, and providing on-site administrative assistance.
• Serve as backup to designated colleagues—including Time and Attendance responsibilities—to ensure uninterrupted office operations during absences or surges in workload.
• Other Duties as assigned

Qualifications

Qualifications – Here’s What You Need

• Secret Clerance is required.
• Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment.

Minimum Skills:

• Excellent interpersonal and oral communication skills.
• Excellent customer service skills.
• Strong organizational skills, attention to detail, including follow-up on pending tasks.
• Proficient in MS Office, Word, Outlook, PowerPoint, and Excel.
• Timely, accurate, complete and up-to-date work products.
• Excellent written and oral communication skills.
• Excellent time management skills.
• Ability to operate significantly under own initiative and as part of a team, including drafting proposals and recommending effective approaches to tasks with minimal guidance.
• Ability to work with a wide variety of actors in the E Family and other Bureaus and offices, as well as with interagency and external partners.

Preferred Qualifications:

• Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field.
• 5+ years of experience in executive-level administrative support, preferably in a government contracting, corporate, or professional services environment.

Our Commitment to you / overview of benefits

• Medical, Dental and Vision Insurance; Wellness Program
• Flexible Spending Accounts (Healthcare, Dependent Care, Commuter)
• Short-Term and Long-Term Disability options
• Basic Life and AD&D Insurance (Company Provided)
• Voluntary Life and AD&D options
• 401(k) Retirement Savings Plan with matching after one year
• Paid Time Off

Reports to: Program Manager

Working Conditions

• Professional office environment, with the ability to work onsite in the main office.
• Must be physically and mentally able to perform duties extended periods of time.
• Ability to use a computer and other office productivity tools with sufficient speed to meet the demands of this position.
• Must be able to establish a productive and professional workspace.
• Must be able to sit for long periods of time looking at computer screen.

• May be asked to work a flexible schedule which may include holidays.
• May be asked to travel for business or professional development purposes.
• May be asked to work hours outside of normal business hours.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Cayuse is an Equal Opportunity Employer. All employment decisions are based on merit, qualifications, skills, and abilities. All qualified applicants will receive consideration for employment in accordance with any applicable federal, state, or local law.