What are the responsibilities and job description for the Senior Executive Assistant position at Potomac Management Solutions?
Job Summary:
The Office of the Chief Information Officer (OCIO) is seeking a highly organized and proactive Senior Executive Assistant to support its executive leadership team. This individual will serve as a key point of coordination, communication, and administrative support, ensuring the seamless operation of executive calendars, meetings, and day-to-day priorities. The ideal candidate will be experienced in supporting C-level executives, highly detail-oriented, and adept at managing multiple tasks in a fast-paced environment.
Key Responsibilities:
- Manage and coordinate the daily calendars of OCIO executive leadership, including scheduling meetings, appointments, and events.
- Plan and facilitate internal and external meetings, ensuring all logistical needs are met.
- Act as a liaison between executive leadership, employees, and external stakeholders.
- Prepare and distribute regular reports, maintain internal databases, and ensure accurate documentation.
- Arrange complex domestic and international travel, including itineraries and accommodations.
- Screen incoming telephone calls, take accurate messages, and handle inquiries with discretion and professionalism.
- Respond promptly to executive and manager requests, providing relevant information or redirecting as appropriate.
- Support internal communication by distributing information, scheduling presentations, and facilitating team coordination.
- Proactively suggest and implement more efficient workflows and office procedures.
- Maintain trackers and dashboards for leadership review and strategic oversight.
Required Qualifications:
- Education: Bachelor’s degree required.
- Experience: Minimum of 5 years of experience as an executive assistant, supporting C-level leadership.
- Advanced proficiency in Microsoft Office Suite (Teams, Outlook, Word, Excel, and PowerPoint) and communications tools such as Zoom.
- Excellent verbal and written communication skills with a professional demeanor.
- Strong organizational skills with the ability to manage multiple priorities and anticipate needs.
- Familiarity with cloud-based tools, online calendars, and ERP systems.
- Demonstrated discretion and ability to handle confidential information.
Preferred Qualifications:
- Experience supporting executive leadership in government or public sector environments.
- Proven ability to work independently and as part of a collaborative team.
- Initiative to identify issues and implement effective solutions.
