Executive Secretary, Administrative Assistant

Administrative Assistant

Artemis is seeking a full-time Administrative Assistant to support a high visibility federal client. The role provides high-level administrative, programmatic, and operational support to ensure efficient office operations, accurate documentation, and effective coordination with internal and external stakeholders. This individual provides executive-level administrative support to our client, ensuring effective coordination of leadership activities, documentation management, policy development, and communications support. The position plays a critical role in maintaining organizational efficiency, supporting senior leadership communications, and ensuring that written products meet federal plain language, accessibility, and agency branding standards.

The Administrative Assistant role requires a self-starter, proactive problem solver and action-oriented team player with previous experience in executive support functions. This position needs an individual that is committed to providing superior service, poised under pressure and has a positive and flexible attitude.

This is a contingent hire position.

This position is located in the Washington, DC metro area. Some onsite work or travel to the client site for meetings is expected.

The expected compensation at the time of requisition creation, is between $60,000 and $75,000.00. The position offers with medical, dental and vision coverage. Additional benefits such as 401K, disability insurance and PTO are provided as well.

Primary Responsibilities

• Manage the day-to-day administrative affairs of client leadership and designated program offices.
• Draft and edit correspondence and official issuances for internal and external distribution.
• Maintain and update a style guide aligned with client branding and communication standards.
• Draft, review, and edit agency-wide policies, memoranda, guidance documents, and other official communications.
• Develop and document standard operating procedures (SOPs) to support operational consistency and efficiency.
• Maintain and organize document libraries, templates, and shared resources for agency communications and administrative operations.
• Maintain calendars, schedule meetings, and coordinate appointments while ensuring effective time management for leadership.
• Prepare meeting agendas, briefing materials, presentation materials, and meeting minutes.
• Accurately enter and maintain information in databases and tracking systems.
• Exercise basic to intermediate formatting skills for a variety of reports, presentations, and spreadsheets.
• Draft email responses and general correspondence on behalf of leadership and program staff.
• Compile inputs and organize a variety of reports and written deliverables.
• Maintain stakeholder email distribution lists and communication channels.
• Assist with coordination of interviews, meetings, panels, and other engagements involving internal and external stakeholders.
• Support travel, training, and reimbursement coordination for staff as required.
• Ensure effective document management, version control, and records organization.
• Develop written products and correspondence demonstrating mastery of grammar, spelling, punctuation, and professional tone.
• Communicate consistently with a high degree of professionalism, diplomacy, and discretion in a fast-paced federal environment.

Minimum Qualifications

• Minimum 5 years of professional writing and editing experience, including at least 3 years drafting official memos, policies, and internal/external correspondence.
• Minimum 5 years of experience in administrative coordination, executive support, project management, or related roles, with the ability to work effectively under tight deadlines.
• Minimum 5 years of experience entering information into databases or tracking systems and developing reports or presentations.
• Bachelor's degree in communications, public relations, marketing, data analytics, business administration, or a related field.
• Demonstrated proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Familiarity with federal communication requirements, including the Plain Writing Act of 2010 and Section 508 accessibility compliance.
• Strong organizational and documentation management skills.
• Strategic thinker with strong analytical and problem-solving abilities.
• Ability to manage competing deadlines and multiple priorities in a fast-paced environment.
• Experience supporting complex federal government programs or communications initiatives.
• Experience coordinating with diverse internal and external stakeholders.
• Ability to obtain and maintain a Public Trust clearance.
• Legal authorization to work in the United States.

Desired Qualifications

• Strong critical thinking, analytical and time management skills.
• Proven ability to organize, prioritize and work well with others.
• Ability to communicate thoughts, ideas and solutions logically both written and orally.
• Ability to stay calm under pressure and in a fast-paced environment.
• Ability to receive feedback from clients and implement changes quickly and effectively.
• Ability to get up to speed quickly on complex issues.
• Desire to work in a fast-paced, rapidly evolving environment.

Client Information

The National Science Foundation (NSF) communicates and shares information about the activities, programs, research results, and policies of the Foundation with internal and external audiences and stakeholders including Congress, the news media, state and local governments, other federal agencies, and research and education communities. NSF's efforts to build awareness and promote the benefits of federally funded science and engineering translate into multimedia, web, and other outreach activities that inform policy makers, the media, and the American taxpayers about the value and impact of NSF-supported research and activities. These activities make NSF's investments in science, technology, engineering, education, and mathematics readily available and easily understandable to stakeholders.