Executive Assistant

Job Type


Full-time

Description

We are seeking a dedicated Executive Assistant to join our team. The Executive Assistant provides comprehensive administrative, organizational, and programmatic support to leadership, managers, and project teams within the Naval Surface Warfare Center (NSWC) Crane. This position serves as a critical resource for coordinating communications, managing schedules, supporting training and records management activities, facilitating meetings and events, maintaining organizational documentation, and ensuring effective execution of administrative processes. The successful candidate will operate in a fast-paced government environment requiring exceptional organizational skills, attention to detail, professionalism, and the ability to handle sensitive information with discretion. There are 2 vacancies for this role.

Key Responsibilities

• Provide direct administrative support to Government leadership, program managers, and division personnel.
• Prepare, review, proofread, route, track, and maintain correspondence, reports, memoranda, presentations, and other organizational documents.
• Manage executive calendars, schedule meetings, coordinate participants, and reserve conference rooms.
• Develop meeting agendas, prepare briefing materials, record meeting minutes, and maintain action item tracking systems.
• Coordinate with internal and external stakeholders to ensure timely completion of tasking and deliverables.
• Maintain organizational distribution lists, seating charts, organizational charts, and team directories.
• Draft and distribute communications, announcements, memoranda, letters, and briefing materials.
• Manage routing and tracking of correspondence requiring leadership review and approval.
• Coordinate information dissemination through email, SharePoint, Microsoft Teams, bulletin boards, and other communication channels.
• Maintain document numbering and correspondence tracking systems.
• Gather, organize, analyze, and maintain data required for reports, metrics, presentations, and databases.
• Support development and preparation of reports for Government and Department of Defense customers.
• Identify opportunities to streamline administrative processes and improve reporting efficiency.
• Track organizational metrics and maintain recurring reports in support of leadership requirements.
• Track mandatory and non-mandatory training requirements for government personnel.
• Monitor training completion status and provide delinquency reports to management.
• Prepare training authorizations, agreements, certifications, and SF-182 training documents.
• Maintain training records and generate completion certificates as required.
• Maintain electronic and hard-copy filing systems in accordance with records management policies.
• Perform document scanning, archival activities, and records retention support.
• Manage division file plans and coordinate with records management personnel.
• Maintain organizational documentation repositories and SharePoint sites.
• Coordinate meetings, conferences, VIP visits, tours, and special events.Maintain visitor and presentation schedules and coordinate supporting logistics.
• Ensure conference rooms and meeting spaces are appropriately prepared and restored following events.
• Assist with executive visits, command events, and organizational functions.
• Support employee onboarding and offboarding activities.
• Update organizational charts, distribution groups, Microsoft Teams memberships, and employee records.
• Coordinate workspace preparations and employee administrative requirements.
• Research vendors and procure office supplies in accordance with organizational procedures.
• Maintain office inventories and ensure adequate stock levels are available.
• Track receipt and inventory of office supplies and equipment.

Requirements

• 3 years of experience in field.
• Experience with Microsoft Office.
• Excellent organizational and communication skills.
• BA/BS degree is preferred.
• Must be a U.S. Citizen.
• Ability to obtain and maintain a security clearance.

About TRISTAR

TRISTAR is an SBA certified Service-Disabled Veteran-Owned professional services company supporting the U.S. Department of War 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 War 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.