What are the responsibilities and job description for the Sr. Executive Assistant (program manager) position at Drodex?
Overview
Drodex is seeking a highly experienced Executive Assistant who excels at supporting C-suite or senior executives in the federal government, particularly in a high-visibility environment focused on medical countermeasures (MCM). The ideal candidate will anticipate leaders’ needs, confidently interact with top-level stakeholders, and manage day-to-day office operations with minimal oversight. This role is embedded within the Medical Countermeasures Program Office (MCMPO) at the Biomedical Advanced Research and Development Authority (BARDA), providing direct, on-site assistance to the BARDA Director, the Medical Countermeasures Program (MCMP) Director, and the MCMP Support Services Director.
Schedule
- Onsite up to five days per week
- Minimal travel, if any,
- Full-time position
Responsibilities
- Serve as the primary point of contact and gatekeeper for 3 onsite senior leaders, managing complex calendars and day-to-day schedules.
- Anticipate the needs of executives, preparing them for upcoming meetings with comprehensive briefings, read-ahead materials, and logistical details.
- Coordinate meeting logistics, including booking conference rooms, setting up hybrid meeting technology, and ensuring all IT systems function properly.
- Attend high-level meetings, capture key notes, track action items, and distribute follow-up information to relevant stakeholders.
- Gather, organize, and relay information requested by senior leaders, summarizing multiple inputs into concise, actionable briefs.
- Oversee the routing and review of documents for approval, collating comments and ensuring timely completion of deliverables.
- Maintain an organized SharePoint site, uploading documents with consistent naming conventions and version control for easy reference.
- Monitor shifting priorities, quickly adapting schedules and deconflicting overlapping meetings to ensure seamless operations.
- Collaborate with internal teams (including IT and administrative staff) to resolve office issues and streamline workflows.
- Demonstrate the highest level of professionalism and discretion when handling sensitive information or high-profile engagements.
- Use Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) to create, edit, and format official documents and presentations.
Required Education
- Bachelor’s degree in a science-related field is highly desired
Required Experience
- 8 years of experience providing executive-level administrative support to C-suite or senior government executives.
- Proven track record of anticipating executives’ needs and operating effectively in a high-visibility, fast-paced environment.
- Skilled in coordinating complex meeting logistics and managing multi-priority tasks simultaneously.
- Comfortable working with top-level stakeholders, preferably in a federal government or healthcare/science setting.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience using SharePoint for document management.
Required Clearance
- Ability to obtain and maintain Public Trust Clearance.
Preferred Qualifications
- Prior experience supporting senior executives in a federal government, healthcare, or scientific research environment.
- Familiarity with medical countermeasures, life sciences, or related technical areas.
- Experience with project management methodologies or certifications (e.g., PMP) is a plus.
- Demonstrated ability to streamline office processes and optimize workflow in a dynamic, high-volume setting.
About Drodex
Drodex LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
