Executive Assistant/Office Manager

Job Description

Job Description

The Executive Assistant will provide comprehensive administrative and operational support to senior leadership and program personnel. The ideal candidate will be highly organized, detail-oriented, professional, and comfortable managing multiple priorities in a fast-paced federal environment.

Key Responsibilities

Executive and Administrative Support

• Manage leadership calendars, appointments, meetings, conferences, and competing priorities.
• Provide reminders regarding upcoming appointments, commitments, deadlines, and required actions.
• Prepare briefing materials, reports, presentations, memoranda, letters, and other executive-level documents.
• Track commitments and follow up with staff to support timely completion.
• Research, gather, and summarize information from organizational files and records.
• Receive and screen visitors and telephone calls, determine the nature of inquiries, and direct individuals to the appropriate point of contact.
• Maintain professional reception coverage during established business hours.

Correspondence and Records Management

• Receive, review, categorize, route, and track incoming and outgoing correspondence.
• Draft, proofread, edit, format, and finalize official correspondence and reports.
• Review documents for grammatical accuracy, factual correctness, completeness, and compliance with established federal and organizational standards.
• Route correspondence through the appropriate review and signature process.
• Maintain correspondence databases, official files, reproducible master copies, attachments, and supporting documentation.
• Archive, retain, purge, and dispose of records in accordance with applicable requirements.
• Apply approved federal and Joint Staff formatting requirements to correspondence, awards, reports, and executive-level documents.
• Track internal and external taskers, action items, evaluation deadlines, and program milestones.

Travel Coordination

• Coordinate official travel activities and assist personnel with preparing travel authorizations and vouchers using the Defense Travel System.
• Monitor the timely submission of travel authorizations and post-travel vouchers.
• Maintain accurate records of pending, submitted, and completed travel actions.
• Update internal travel trackers and provide status reports.
• Review travel documents for accuracy and compliance with applicable travel regulations.
• Assist travelers with resolving documentation, reimbursement, and other travel-related issues.
• Analyze travel data and assist with quarterly travel-cost projections and funding estimates.

Personnel and Office Management

• Maintain personnel check-in and check-out documentation.
• Update personnel accountability records and related tracking systems.
• Schedule conference rooms and distribute meeting invitations and notifications.
• Prepare administrative forms and provide general office support to employees, customers, and authorized visitors.
• Maintain visitor logs and other facility-related administrative records.
• Serve as a liaison among internal and external stakeholders to resolve issues and improve information sharing.

Procurement and Supply Support

• Collect, consolidate, and prioritize requests for office supplies, equipment servicing, facility support, and other organizational needs.
• Assist with preparing procurement justifications and Government Purchase Card documentation.
• Verify requested items and supporting information before procurement packages are submitted.
• Coordinate the receipt and acceptance of supplies and services with authorized personnel.
• Maintain supply inventories and analyze usage to support future purchasing decisions.

Preferred Qualifications

• Previous executive assistant, administrative support, program support, or office management experience.
• Experience supporting senior leaders in a federal, military, or government-contracting environment.
• Experience with the Defense Travel System and official travel regulations is strongly preferred.
• Excellent written communication, proofreading, editing, and document-formatting skills.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Strong calendar management, records management, customer service, and organizational skills.
• Ability to exercise sound judgment, protect sensitive information, and work independently.
• Ability to meet all applicable requirements for access to the federal worksite.