Administrative Assistant

Job Description

We're seeking senior Executive Assistant   to support a busy ‘C’ level executive in Alexandria, VA . We are looking for a talented multi-tasker to assist with international travel, coordinating speaking engagements, and high level operations support.  You will work independently with minimal supervision. You must have outstanding organizational skills and a meticulous attention to detail; an ability to communicate effectively and professionally in writing and verbally; demonstrated initiative and willingness to continuously develop new skills; and an ability to work with multiple management level and supervisory staff and manage competing priorities, meet deadlines, and follow through on projects. The position requires a strong ability to utilize good judgment and discretion, and flexibility.

Job Duties:

• Prepares international travel arrangements as well as conferences and speaking engagements:

  1. Arranges calendar events and invitations

  2. Manages facility access, whether unclassified or classified

  3. Communicates clearly and professionally with senior client and industry personnel

  4. Prepares correspondence when requested

  5. Coordinates media relations for senior staff

      

• Tracks and records financial transactions (both payable and receivable) as they occur and provides documentation to accounting firm

• Reconciles company credit card account transactions with receipts and identifies correct account under which to file each transaction

• Prepares expense reports as requested based on credit card charges for senior staff

• Manages contract functions during the execution of a program/project (i.e. modifications, contract reviews, cost and schedule monitoring and reporting, invoice approvals, customer correspondence, contract back-up, etc)

• Maintains consistency across contract documentation ensuring full compliance of government, commercial, and corporate regulations

• Analyzes and prepares contract modifications, teaming and non-disclosure agreements, and consulting agreements

• Receives and reviews all contracting-related invoices for complete accuracy prior to submission to management, clients or accounts payable for processing

• Provide accurate and real-time database maintenance and documentation retention

• Collects and compiles data to prepare contract briefs, scheduled reports

• Contributes to team effort by accomplishing related results as needed.

• Maintains client confidentiality and protects operations by keeping information confidential.

   

Qualifications

• Bachelor's Degree in a business-related field such as business administration, contracts, government relations, English, policy, law, or related discipline required.

• Excellent communications skills (to include flawless grammar and spelling) to be able to interact successfully with management, team members, public, clients, vendors, and agency staff

• Strong proficiency in MS Office (Outlook, Word, Power Point, and Excel).

• Expert with Outlook calendar, juggling multiple scheduling events

• Ability to use templates, macros knowledge in Excel and Quickbase is a plus

• Advanced graphics and InDesign skills a plus, but not required

• Strong organizational skills, multitasker, with a strong work ethic to contribute to the ongoing support of internal and external inquiries, tasks, and deliverables

• Excellent time management skills to meet all deadlines

• Attention to detail and uncompromising focus on quality.

• Experience with the administration of GSA schedules ideal

• The ideal candidate will have an interest in areas relating to space, spaceflight technologies, and/or human exploration.

• Minimum 12 months work experience in contract administration desired

Additional Information

You'll collaborate with an elite, creative team of scientists,
engineers, analysts, operations specialists, policy experts, and acquisition
support specialists. We attract people who love their work and are dedicated to
the complex challenges facing today's world. Our culture fosters engagement and
enthusiasm, attracts and retains proven experts, and maintains a flexible
environment that supports clients and staff.

We support your life outside of the office, too, with benefits including:

• Highly competitive medical insurance and multiple plans to choose from

• Dental and vision insurance plans

• Tuition assistance

• Professional development opportunities

• Eight paid hours a year that you can devote to charity

• Flexible work schedules

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