What are the responsibilities and job description for the Executive Assistant position at Top Secret Clearance Jobs?
About the job Executive Assistant
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Position Objective :
GAP Solutions is seeking an EA to support a variety of NGA offices. The EA position requires highly experienced administrative support. An EA is expected to offer a combination of proven experience and expertise to independently support a customer office with a broad range of administrative activities. The EA independently accomplishes demanding and challenging administrative tasks that are routine and involve high levels of complexity. An EA is expected to independently handle multiple tasks with competing priorities.
Duties and Responsibilities :
- Support administrative requirements at the mid- to upper management levels of an office.
- Maintain executive calendars in Microsoft Outlook to include scheduling meetings as requested, sending meeting invites to requested attendees, reserving conference rooms, setting up Video Teleconference (VTC) or WebEx connections, deconflicting meetings and prioritizing meetings based on executive priorities.
- Independently anticipate and provide responsive administrative support to facilitate completion of all organizational mission requirements. This will require executing a broad range of administrative responsibilities with some tasks occurring routinely and / or on an "ad hoc" basis per real-time needs of the office.
- Provide the office with a centralized source of administrative expertise and guidance, which ultimately affects the success of the mission.
- Independently apply mature and objective judgment to determine best approach and course of action to take in both routine and non-routine administrative situations. This will require accurately interpreting and adapting guidelines, policies, precedents and practices that are not always completely applicable to a changing situation.
- Support office discussions regarding the organization's administrative business rhythms and contribute recommendations as necessary. Specifically advise office leadership and management on the administrative implications of additions, deletions, or changes to the varied functions of the organization.
- Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence and other offices, etc. under general directives with minimum assistance and / or guidance.
- Create workbooks (e.g., read-ahead, staffing, continuity, standard operating procedures) for leadership planning and / or to support execution of leadership responsibilities and office administrative business rhythms.
- Support the office with development of guidance, procedures and / or policies relative to facilitating administrative activities of the organization. These functions may include training / travel budgets, suspense systems, space planning, personnel management, record management, logistics support, asset tracking, etc.
- Assist subordinate administrative assistants on new procedures; request information needed from the subordinate offices for periodic or special conference, reports, inquiries, etc.
- Strong working knowledge of Microsoft Office applications. To include, managing calendars in Outlook and responding to emails; building / updating PowerPoint briefs, Excel files and Word documents.
- Ability to work within an organization's chain of command and interact appropriately with individuals at all levels, including those at very senior levels.
Basic Qualifications :
Associate's degree in General Business Administration or related field with minimum 6 year of Administrative experience OR
High School Diploma with minimum 8 year of Administrative experience.
Minimum Qualifications :
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job us at recruiting@gapsi.com. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.
