What are the responsibilities and job description for the Executive Assistant position at Altamira?
Altamira Technologies has a long and successful history providing innovative solutions throughout the U.S. National Security community. Headquartered in McLean, Virginia, Altamira serves the defense, intelligence and homeland security communities worldwide by focusing on creating innovative solutions leveraging common standards in architecture, data and security. Altamira believes that our people and the culture of our company differentiate us from other companies.
Position Summary
The Executive Assistant provides high-level administrative support to the executive officers of the organization, ensuring smooth day-to-day operations and acting as a key liaison between the executive team and internal/external stakeholders. This role requires exceptional organizational skills, discretion, and the ability to manage competing priorities. The Executive Assistant will also oversee the Receptionist role to ensure a professional, welcoming front office experience and headquarters office management.
Key Responsibilities
Executive Support
Education and Experience
Position Summary
The Executive Assistant provides high-level administrative support to the executive officers of the organization, ensuring smooth day-to-day operations and acting as a key liaison between the executive team and internal/external stakeholders. This role requires exceptional organizational skills, discretion, and the ability to manage competing priorities. The Executive Assistant will also oversee the Receptionist role to ensure a professional, welcoming front office experience and headquarters office management.
Key Responsibilities
Executive Support
- Manages calendars and schedules appointments, meetings, and events for the CEO and other executive officers.
- Interacts with Board of Directors and their staff in scheduling meetings and calls.
- Prepares and organizes materials for meetings, including agendas, presentations, and minutes.
- Handles correspondence, including emails and phone calls, on behalf of the executives.
- Coordinates travel arrangements, including flights, accommodations, and itineraries.
- Assists with the preparation and monitoring of budgets, expense reports, and reimbursements. Uses good judgment and fiscal responsibility in expenditure of corporate funds.
- Manages the corporate credit card and monthly tie-out of expense receipts to Accounts Payable. Maintains and tracks corporate gift cards.
- Conducts research and compiles data for reports, presentations, and decision-making.
- Serves as the primary point of contact for internal and external stakeholders seeking access to the executive team.
- Oversees and supervises the Receptionist, ensuring professional conduct and adherence to organizational standards.
- Ensures efficient front office operations, including reception coverage and visitor activity, providing a positive first impression. Coordinates with the Security Manager to maintain secure adherence to suite access.
- Oversees the Receptionist's handling of supply inventory, shipping and mailing requirements, and vendor coordination.
- Acts as a central point for communication within the organization, ensuring executives are informed of critical updates.
- Coordinates with building management and oversee maintenance services.
- Organizes meetings and social gatherings, including conference room coordination, and managing event logistics including applicable refreshment ordering and setup.
- Prioritizes people and situations in need of attention, keeping all in balance.
- Assist executives with special projects, including planning, tracking progress, and ensuring timely completion.
- Coordinate cross-departmental initiatives and follow up on action items.
- Support event planning and execution for organizational meetings, retreats, and functions.
- Handle sensitive and confidential information with the utmost discretion and professionalism.
Education and Experience
- Minimum of 5 years of experience as an Executive Assistant directly supporting the CEO, XO's, and Board. Previous C-suite/executive level support experience is a must.
- Bachelor's degree in Business Administration, Communications, or a related field preferred.
- Experience supervising or managing staff is a plus.
- Strong organizational and time-management skills with a proven ability to manage multiple priorities.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling tools.
- Familiarity with office equipment and systems, including phone systems and conference technologies.
- Ability to anticipate needs, take initiative, and work independently with minimal supervision.
- Exceptional interpersonal skills and the ability to work effectively with diverse stakeholders.
- High level of professionalism and a positive attitude.
- Strong problem-solving skills and attention to detail.
- Flexibility and adaptability in a fast-paced environment.
- Commitment to maintaining confidentiality and exercising sound judgment.
- Full-time position based in the corporate office five days a week. This is not a hybrid position.
- May occasionally require work outside regular hours to accommodate executive schedules or urgent needs.
