Executive Assistant

Job Position: Executive Assistant

Job Location: Norfolk, VA (CNAL HQ)

Summary:

VCT is seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide administrative and organizational support to senior leadership within the organization. This role requires exceptional communication skills, strong discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant will serve as a key support partner, helping ensure leadership operates efficiently and effectively across organizational priorities.

Duties and Responsibilities:

• Provide high-level administrative and executive support, including managing schedules, coordinating meetings, and supporting day-to-day administrative requirements.
• Manage calendars, schedule appointments and meetings, coordinate meeting logistics, and arrange travel accommodations and itineraries.
• Prepare, format, and maintain briefing materials, reports, presentations, correspondence, meeting agendas, and other executive-level documents.
• Maintain accurate and confidential records related to performance evaluations and other administrative matters in accordance with organizational policies and applicable requirements.
• Prepare reports, presentations, and follow-up actions.
• Track action items, suspense dates, assignments, and follow-ups to ensure timely completion and accountability.
• Support the planning, coordination, and execution of leadership meetings, staff meetings, command events, and strategic initiatives.
• Anticipate the needs of the senior leadership and proactively identify and resolve scheduling, administrative, and coordination conflicts.
• Serve as a professional point of contact with employees, management, customers, government personnel, and other stakeholders as appropriate.
• Handle sensitive, proprietary, and confidential information with discretion and maintain a high level of professionalism at all times.
• Maintain organized electronic and hard-copy files, records, correspondence, and administrative documentation.
• Assist with special projects, operational initiatives, administrative requirements, and other assignments as directed.
• Perform duties as a Non-DTS Entry Agent (NDEA), depending on the client.
• Provide coverage and administrative support for office resource gaps during periods of employee leave, absences, or other staffing shortages within the site.
• Demonstrate the ability and willingness to cross-train in other site-specific administrative and operational functions to support operational continuity and changing business requirements.
• Perform other job-related duties as assigned by the Assistant or Site Manager.

Required Qualifications:

• Must be able to obtain and maintain a U.S. Secret Security Clearance
• Must be legally authorized to work in the United States without the need for visa sponsorship, now or at any time in the future.
• Must be able to obtain and maintain facility credentials/authorization.
• Minimum of three (3) years of experience as an Executive Assistant, Administrative Assistant, or in a comparable high-level administrative support role.
• Demonstrated experience supporting a Chief of Staff, CEO, senior executive, senior leadership team, or comparable organizational leadership.
• Knowledge of Navy correspondence and records management procedures, as well as Navy squadron organizational structures and relationships, is preferred. Experience with correspondence and records management procedures used by other Department of Defense (DoD) components may be considered.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams. Access experience is preferred.
• Familiarity with government systems, databases, and administrative applications is preferred.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to prioritize and manage multiple tasks, competing deadlines, and changing requirements in a fast-paced environment.
• Ability to work effectively under pressure while maintaining accuracy, professionalism, and confidentiality.
• Ability to establish and maintain effective working relationships with employees, management, customers, government personnel, and other stakeholders.
• Demonstrated professional demeanor, positive attitude, and customer-service orientation.
• Dependable and reliable, with strong time management and organizational skills.
• Ability to exercise sound judgment when handling sensitive and confidential information.
• Must be able to remain seated in a stationary position approximately 50% of the time and must be able to regularly alternate between sitting, standing, and walking.
• Attendance and Reliability: Regular and reliable attendance is an essential function of this position.

Work Environment/Physical Requirements:

• Primarily an office environment located at a military installation.
• May occasionally work in hangar or flight line areas, which may be noisy.
• May be exposed to moderate environmental conditions (heat, cold, wind).
• May be required to wear personal protective equipment (PPE) in designated areas.
• Must be able to sit for extended periods (approximately 50% of the time) and alternate between sitting, standing, and walking as needed.
• Ability to perform repetitive motions such as typing, sitting, standing.
• Noise levels are typically moderate but may be loud near aircraft parking areas.
• Travel may be required to support official events or conferences.

Compensation and Benefits:

• Position Type : Full-Time
• Classification : Exempt
• Work Schedule : Monday through Friday, eight (8) hours per day. May require occasional extended hours based on business needs, including evenings and/or weekends.
• Base Rate : $65,000.00 annually
• Benefits : Medical, Dental, Vision, Life Insurance, Long-Term Disability, 401(k), Flexible Spending Account (FSA), Paid Holidays, Sick Leave, and Vacation
• Education Requirement: High School Diploma or equivalent

Security Clearance:

Applicants must have an active security clearance and/or the ability to obtain and maintain US Government Security Clearance. Selected candidates will be subject to a government security investigation and must meet eligibility requirements to obtain a DoD Government- granted security clearance. Individuals will be subject to a background investigation to include but not limited to, criminal history, employment and education verification, drug testing, and creditworthiness.