Executive Administrative Assistant

Job Type


Full-time

Description

We are seeking a highly motivated Executive Administrative Assistant to join our team. The Executive Administrative Assistant provides comprehensive management, operational, and administrative support to ensure the efficient and effective operation of the organization. This role serves as a central point of coordination for office management, executive support, communications, records management, and data administration. This is a hybrid role.

Key Responsibilities

• Provide high-level administrative support, including document preparation, correspondence, presentations, and distribution of information.
• Support organizational operations to ensure efficiency and effectiveness of management procedures.
• Track action items, prepare meeting minutes, and coordinate follow-ups.
• Develop standard operating procedures (SOPs) and assist with process improvement initiatives.
• Provide front desk coverage, including greeting visitors, managing access control, and offering administrative assistance.
• Support visitor request processes to ensure appropriate authorization and access compliance.
• Manage office logistics, supply inventory, and replenishment coordination.
• Assist with personnel move coordination and related documentation.
• Schedule and organize meetings, conferences, and events, including reserving conference rooms and facilities.
• Manage scheduling through iCrane SharePoint calendar and other tools.
• Coordinate logistics, materials, and communications for all events.
• Prepare, review, track, and manage documents such as memos, letters, visit requests, property passes, and internal communications.
• Maintain document control systems, including sequential numbering and tracking logs.
• Perform records management duties, including acting as Records Liaison when requested.
• Ensure proper document retention, formatting, and compliance with records management standards.
• Maintain document repositories, databases, and archives (physical and digital).
• Input, manage, and analyze data across multiple databases and systems.
• Generate reports, metrics, and analyses to support business operations.
• Support full data lifecycle management including collection, validation, storage, and reporting.
• Maintain data integrity and evaluate business management systems and tools.
• Administer and maintain collaboration tools such as SharePoint (iCrane), Fusion, and other platforms.
• Manage document libraries, enterprise lists, and site collections.
• Provide support for database and document management systems.
• Develop and disseminate communications across multiple platforms (email, digital systems, social media, etc.).
• Create and manage presentations, briefings, and training materials.
• Support social media and internal communications platforms by generating content and analyzing engagement trends.
• Communicate technical and non-technical information clearly to diverse audiences.
• Develop instructional materials including user guides, tutorials, and training courses.
• Support organizational learning initiatives and process education.
• Facilitate communication of new processes, tools, and operational changes.
• Identify inefficiencies and propose solutions to improve workflows and procedures.
• Assist in developing new policies and refining existing processes.
• Resolve complex administrative and operational challenges affecting workflow.

Requirements

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Microsoft Teams and SharePoint (iCrane) experience.
• Familiarity with tools such as GFEBS/GEARS and iPDM (or similar systems).
• Strong attention to detail and organizational skills.
• Excellent verbal and written communication skills.
• Bachelor's degree required.
• 3-5 years of experience as an Executive Administrative Assistant or in a similar role.
• Self-motivated with the ability to work independently.
• Strong team player with collaborative mindset.
• Highly organized with the ability to manage multiple priorities.
• Proactive problem-solver with strong analytical skills.

About TRISTAR

TRISTAR is an SBA certified Service-Disabled Veteran-Owned professional services company supporting the U.S. Department of Defense programs. Our core competencies include Electronic Warfare, Enterprise Management, Full Spectrum Cybersecurity, Information Technology, Digital Transformation, Software Engineering and Development, Maritime Modernization and Engineering, and Technical Solutions.

TRISTAR was founded in March 1995 and has built an employee-focused collaborative environment which enables our team of professionals to create and deliver customized solutions to meet our customers' mission critical challenges.

TRISTAR's core capabilities support customers with end-to-end solutions. For over 30 years, TRISTAR has demonstrated and perfected our ability to successfully manage any task, small or large no matter how difficult or complex.

TRISTAR is proud to serve the Department of Defense and other Federal Agencies.

TRISTAR provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.