Executive Administrative Assistant

Job Summary

The Executive Assistant is a critical role at Digital Cloak responsible for managing information flow and maximizing leadership's time.  This position provides administrative and personal support primarily for the high-octane Chief Technology Officer (CTO) of Digital Cloak, in addition to ad hoc support for other members of the leadership team as directed.

This position requires sound judgment to independently prioritize and organize a diversified workload, triage information, and bring order to calendar chaos.  The Executive Assistant must exhibit the high level of discretion necessary to manage corporate confidential and otherwise sensitive information.  Flexibility and consistent attention to detail are necessary for this role, as well as the ability to maintain general understanding and awareness of all corporate and client-facing activities in the CTO's portfolio.

The Executive Assistant interfaces with a diverse group of external partners and visitors as well as internal contacts at all levels of the organization.  The ideal candidate for this position thrives in a challenging, high-tempo environment; exhibits outside-the-box thinking to improve information and decision processes; and is the ultimate multi-tasker. 

Essential Functions

• Projects a positive and professional image of the organization to employees, customers, industry, and community.
• Engages with relevant internal and external contacts to track and drive completion of key deliverables.  Proactively follows up on outstanding items. 
• Works directly with the CTO's direct reports to organize, summarize, and prioritize large volumes of information.
• Coordinates essential information-sharing between the CTO, other members of the corporate leadership team, the CTO's direct-reports, and external partners.
• Conducts necessary research and produces or acquires materials to prepare the CTO and other members of the leadership team for meetings.
• Attends executive meetings.  Develops and distributes meeting minutes, executive summaries, and after-action reports.
• Manages executive personal and business calendars and scheduling requirements including travel arrangements.
• Schedules, organizes, and appropriately sequences complex activities such as company sponsored events, company offsite meetings and conferences, and personal appointments for the CTO and others as instructed.
• Facilitate pre-scheduled and ad hoc meeting ensuring space, audio/visual capability, catering, or refreshments, etc.
• Tracks significant events, such as company milestones, employee birthdays, and work anniversaries and coordinates commemoration activities as appropriate.
• Develops correspondence including memos, emails, charts, tables, graphs, and spreadsheets.  Will proofread artifacts developed by the CTO and shares responsibility for the accuracy, clarity, and quality of final copy.
• Organizes and prioritizes large volumes of information and calls.
• Serves as the first point of contact for requests for information.  Drafts written responses and replies by phone or email.
• Maintains awareness of and serves as principal source one information for corporate policies, procedures, programs, and office activities.
• Establishes, develops, maintains, and update a filing system for business and personal information. 
• Produces and submits expense reports for the CTO.
• Coordinates and executes procurements according to company protocol, as needed.
• Sorts, distributes, and signs for corporate and personal mail, adhering to inventory and security requirements when applicable.
• Coordinates mail pick-up, drop-off, and delivery.
• Completes personal errands and manages household issues, including scheduling and follow-up.

Required Knowledge, Skills, Abilities

• Ability to work well individually on projects or within a team.  Must be team oriented. 
• Ability to prioritize based on circumstances and changing conditions.  High speed, low drag environment that requires flexibility and adaptive measures at times.
• Excellent written and verbal communication skills
• Excellent organizational skills.
• Excellent time and task management skills.
• Excellent resource management skills.
• Personal effectiveness/credibility.
• Ability to think critically to solve, mitigate or prevent barriers to success.
• Thoroughness and collaboration skills.
• Ability to collaborate and build consensus.  
• Proficiency with Apple MacOS
• Proficiency with commonly used online and office application including Adobe Acrobat, MS Teams, Word, Excel, PowerPoint, Outlook, Firefox, and Safari.
• Ability to deconflict, prioritize, and manage tasks simultaneously.
• Ability to interact professionally and tactfully with leadership, staff, customers, and vendors.
• 3 years of relevant experience as a business analyst, consulting analyst or similar role

Required Education, Certifications/ Licenses, Related Experience

• High school diploma or equivalent AND
• 8 years of experience in related field, OR
• Any equivalent combination of education and experience.
• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinet, and fax machines.

Physical Job Requirements

• This position requires the ability to remain in a stationary position (standing and/or seated) for more than half the day.
• This position requires the ability to spend more than half the time viewing computer monitors.
• This position requires the ability to lift packages, boxes, luggage or bags, and bend or stand as necessary.

Clearance Requirements

• US Citizenship is required.
• The ability to obtain and maintain a DoD Security Clearance is required.  Candidates with an active DoD SECRET clearance or active DHS Suitability are strongly preferred.
• Must be able to pass a standard background check.

Primary Work Location

• This position is primarily onsite at Digital Cloak's office in Stafford, Virginia, but includes limited opportunity for telework at the discretion of the CTO.  

Primary Work Hours

• This is a full-time position.  Typical days and hours of work are Monday through Friday, 9:00 a.m. to 6:00 p.m., but the position may occasionally require work to be performed on Saturday or Sunday.

Travel Requirements

• This position has travel requirements up to 25% between business and personal properties.

Other Duties

• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Disability Specifications

• Digital Cloak will make reasonable accommodations in accordance with the Americans with Disabilities Act of 1990.

Digital Cloak is an Equal Opportunity/Affirmative Action employer.

Digital Cloak is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.  Digital Cloak is committed to working with and providing reasonable accommodation to individuals with physical and mental disabilities.  If you need special assistance or an accommodation while seeking employment, please email recruiting@digitalcloak.net  We will make a determination on your request for reasonable accommodation on a case-by-case basis.