Executive Assistant - Washington, DC

Executive Assistant

PotomacWave is looking for an Executive Assistant to join our team supporting a Federal client in Washington, DC. This position will assist with office management by performing support and administrative duties. The ideal candidate will provide a wide range of office management functions, including maintaining office file systems; updating Excel spreadsheet data; answering and referring calls; preparing, editing, copying, and filing correspondence; providing security escort duties in secure facilities; and entering information into office databases. Based on extensive working knowledge of the organization and its substantive programs, the candidate will resolve problems associated with the office administrative processes.

Responsibilities

• Recommend changes in administrative policies. Devises and installs office procedures to enhance efficiencies including information regarding internal processes, database management, knowledge management, publications, and scheduling.
• Notify the appropriate staff officials of the need for information or recommendations, and either prepare the response or follow up to ensure timely response by others.
• Perform research and technical assessments of managerial and organizational problems and offer resolutions for such problems.
• Handles logistics for the division including managing visitor requests, security memos, assisting in travel scheduling, managing production database, and tracking ongoing projects and taskers.
• Maintain division calendars including scheduling meetings and securing conference rooms for meetings. Advises an attendee or attendees when appointments must be rescheduled and arranges mutually convenient times for new appointments, meetings, and other commitments. Arrange interoffice and/or interagency meetings.
• Arrange conferences and all-hands meetings. This includes preparing an agenda, notifying participants, and arranging logistical matters.
• Produce from rough draft, notes, or oral instructions a variety of written documents (e.g., correspondence, program plans and reports, etc.). Utilize computer with varied and advanced functions and several types of automation software, as well as applicable printing equipment. Ensure proper spelling, punctuation, capitalization, grammar, format and arrangement, and copying and distribution of material have been followed. This requires the use of computer hardware and software manuals, clerical procedures, and regulations. As necessary, develop applications to utilize databases or spreadsheet software to store, manipulate, sort, and report statistical and other information from office files or related sources.

Qualifications

• Knowledge in the basic foundation of administrative concepts and practices sufficient to enable the incumbent to foresee administrative problems and requirements needed for internal procedures, administrative controls, and reporting systems; recommend and implement new or changes in administrative policies, procedures and office practices; provide guidance to subordinates; and advise on general office practices and problem solving.
• Knowledge in secretarial practices and correspondence procedures necessary for applying spelling, punctuation, capitalization, grammar, required formats and style requirements to correct errors in prepared materials.
• Knowledge in record keeping systems to provide full clerical support.
• Experience using standard office product software (i.e., Access, Outlook, Word, Excel, PowerPoint).
• Experience developing and typing standard correspondence and performing document editing.
• Ability to develop material for use in public speaking engagements and to schedule commitments and prepare materials for conferences and Congressional testimony.
• Experience answering phone calls and referring phone calls to the appropriate contractor(s).
• Experience working in a secure, government environment.
• Ability to communicate effectively both orally and in writing with management and staff at the highest levels of the Department, external government officials, and private industry.
• Ability to perform multiple tasks simultaneously.
• Ability to produce a wide range of reports, graphs, charts, and documents.
• Ability to use software functions to enhance office productivity.
• Ability to make travel arrangements for Senior Executives.
• An Associates Degree is required but a Bachelor's Degree is preferred.
• The selection of an individual for this position may be conditioned upon his or her successful completion of a counterintelligence-scope polygraph examination.
• Must have an active DOE Q or Top-Secret clearance.