Executive Administrative Assistant

This job posting is for future opportunities within our organization . While we may not have a specific position open at this moment, we are continuously seeking talented individuals to join our team. By applying to this posting, you are expressing your interest in potential future roles that align with your skills and experience. We are committed to building a diverse and dynamic team, and we encourage you to submit your application to be considered for upcoming opportunities. Thank you for your interest in joining our team!

About the role

Capitol Advisors on Technology is currently in search of Executive Administrative Assistants to support our current and future clients. This could be a full or part-time position, and the majority of the work will be done remotely. The Executive Administrative Assistant will perform administrative duties for executive management. S/he will relieve the executive of administrative-type functions in order to increase the time an executive has available for executive-level responsibilities. S/he may handle a wide variety of situations and conflicts involving the clerical and administrative function for supporting the Executives and will be responsible for confidential and time-sensitive material. Prepares routine and advanced correspondence including letters, memoranda, and reports. Relies on experience and judgment to plan and accomplish goals.

What you’ll do

RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO:

Calendar and Meeting Organization

• Monitor a broad range of communication in order to make scheduling determinations.
• Maintain calendar for and provide related support to assigned Senior Executives (3 Senior Executives).
• Perform all actions required to schedule meetings, coordinate, and set up/connect for virtual meetings and conferences using government subscriptions for virtual platforms as required.
• Conduct at least one weekly meeting with Executives on their individual calendaring needs, for forward-looking meeting requirements or to discuss challenges with calendars/schedules.

Organizational Mission & Engagement

• Obtain a thorough understanding of the mission, objectives, and organizational structure (on and off-site; Federal and contractor) of the office to which assigned, in order to better interface and facilitate communications with others. Communication with internal & external stakeholders:
• Communicate and interface with Government and contractor executives (to include their assigned staff) to facilitate meetings and transmission of other pertinent acquisition information.

Administrative Support

• Provide administrative support to prepare, creating, format, review and edit correspondence, reports, notes, memorandums, letters, presentations, and other forms of communication for conformance with appropriate formatting, procedural instructions, accuracy, typographical/spelling, grammar, and necessary attachment for distribution as directed or as appropriate.
• Maintaining main staff directories and organizational charts.
• Review correspondence for signatures from members of assigned staff, the supervisor, or other senior managers and proper format.

Meeting Support

• Provide administrative support during meetings, conferences, etc. as requested, and provide accurate note-taking for such meetings.
• Follow up with summary meeting notes, action items and/or reports from meetings for distribution no more than 3 days after the conclusion of meetings scheduled for 75 minutes or less. No later than 5 days for strategic conferences and meetings lasting longer than 90 minutes.
• Processing/Tracking of Requisition packages: Gather, assemble, track, prepare, and submit for routing and maintain requisition packages related to OA p procurements/ purchases (i.e., routing sheet, acquisition documents and other pertinent information).

Qualifications

• Proven experience as an Executive Administrative Assistant, Senior Executive Assistant, or in other secretarial position required
• Previous experience working in a government agency a plus
• Full comprehension of office management systems and procedures
• Excellent knowledge of MS Office
• Proficiency in English
• Exemplary planning and time management skills
• Up-to-date with advancements in office applications
• Ability to multitask and prioritize daily workload
• High level verbal and written communication skills
• Discretion and confidentiality
• High School degree required

Capitol Advisors on Technology is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.