Executive Assistant, Government Business Development

Job Summary

Battelle is seeking a highly qualified and proactive Executive Assistant to support our Senior Vice President for Government Business Development. The position will be located in our Crystal City, VA office.

Responsibilities

• Represent the office of Battelle Government Business Development with utmost professionalism to coordinate and schedule senior level government customer engagements, to ensure thoughtful, efficient, and productive meetings.
• Proactively manage, schedule, and prioritize calendar of the Senior Vice President for Government Business Development, including government customer meetings, Battelle leadership meetings, industry partners meetings, team meetings, and meetings requiring travel.
• Proactively manage, schedule, and prioritize travel of the Senior Vice President for Government Business Development. Requires minimum of travel clarity two-months in advance, travel booking (air, hotel, transport), and rapid expense report reconciliation.
• Manage client visits confirmed by the Senior Vice President for Government Business Development, including securing conference rooms, arranging catering, registering visitors, creating agendas, preparing meeting materials, and communicating with the clients.
• Maintain Government Business Development business rhythm calendar and actions for – pipeline reviews, staff meetings, all-hands, 1:1s, and similar.
• Coordinate and manage the Government Business Development Gate Review Calendar. Gate Reviews are milestones of maturity for business development opportunities. Gate Review Calendar coordination and management requires clear organization of when the review needs to happen and who needs to be there. Also includes responsibility for SharePoint administration of Gate Review request portal; logging Gate Review participants; advancing approved opportunities in Microsoft Dynamics (CRM tool); and professionally communicating with the offices of the CEO and President of Battelle.
• Process purchase payments for consultants, memberships, subscriptions, equipment, training, and supplies. Requires experience with corporate purchasing systems to create payment requests, identify and apply appropriate charge code, process payments for invoices, and reconcile payments. This includes responsibility for the departments credit card, or Purchase Card (P-Card).
• Coordinate and communicate with Battelle Executive and Administrative Assistants for senior leadership meetings and business rhythm needs/deadlines.
• Maintain absolute confidentiality and need-to-know approach daily. Requires knowledge of how/when to decipher sensitive information, experience not sharing information unless advised, and deep/broad knowledge of company practices, policies, procedures, and programs.
• Act as a coordinator of departmental projects, following up on pending details, coordinating project team activities, and ensuring deadlines are met.
• Answer email, phone calls, and inquiries independently, routing correspondence to the appropriate person when necessary.
• Compose, prepare, edit, and proofread letters, reports, and other correspondence.

Key Qualifications

• Associates degree in a related field required, bachelor’s degree in business administration, communication, or related field preferred.
• 7 years of related experience, preferably in an administrative role.
• Excellent oral and written communication skills.
• Advanced word-processing and personal computer skills, including proficiency in commonly used Microsoft Office applications including but not limited to Outlook, Word, Excel, SharePoint, Teams and ability to become proficient in Dynamics (CRM tool).
• Ability to work with travel systems, namely Concur, to make travel arrangements and complete expense reports.
• Experience working with corporate purchasing systems to create payment requests, process payments for invoices, and reconcile payments.
• Ability to understand and apply knowledge of departmental and company policies, procedures, relationships, and practices.
• Self-motivated with the ability to work independently.
• Demonstrated ability to multi-task, prioritize, and organize work under tight deadlines and changing priorities.
• Independently research and obtain information for complex reports and special assignments.
• Analyze complex problems, determine approaches, compile and analyze data, and prepare reports/recommendations for action by senior management. Real-time availability and provide timely responses to Senior Vice President for Government Business Development by phone, Microsoft Teams, and email.