Executive Administrative Assistant

Credence Management Solutions, LLC

Sep 4

Job
Full-time
Junior, Mid & Senior Level
People, HR & Administration
Washington

AI generated summary

You must be a US citizen with an active top secret clearance, possess relevant education or experience, and have skills in information management, scheduling, and Microsoft Office. Experience with the US intelligence community is a plus.
You will manage schedules, screen calls, maintain records, handle correspondence, coordinate travel, support meetings, and liaise with staff while ensuring executives' needs are met.

Requirements

US citizen with active top secret security clearance is required
Bachelor’s degree and one (1) year of experience, desired; or associate degree with four (4) years of experience in the field of office management or related area; or at least seven (7) years of experience in the field of office management or a related area.
Demonstrated experience in information management; producing correspondence and documents and knowledge of administrative and clerical procedures to:
Perform nonroutine assignments such as locating and summarizing clerical problems relating to the Office’s programs, and
Respond to verbal and written inquiries and establish and maintain files and records.
Demonstrated experience and skills in scheduling, reporting, and customer service.
Knowledge of administrative and clerical procedures concerning matters such as meetings, report deadlines, response requirements, and matters of procedure.
Knowledge and experience with Microsoft Office Suite Products and with operating office equipment.
Demonstrated experience with administrative/clerical procedures, producing correspondence and documents to recognize and properly distribute incoming correspondence or other mail or reports, and preparing and maintaining suspense files.
Experience scheduling virtual meetings.
Desired:
Experience working with the US intelligence community or law enforcement.
Knowledge of or experience working with the FBI.

Responsibilities

- In the absence of the executives, assume responsibility for ensuring requests for action or information, which would receive the respective executive’s attention, are made known to responsible personnel who can carry out or satisfy the request. Follow up on resulting activities for the purpose of briefing the executives. Recommend to the responsible personnel whether important or emergency matters should be brought to the executives' attention when the executives are absent, but accessible.
- Maintain personnel records for the division, showing dates of entry, assignments, and changes of status, residences, and telephone numbers.
- Assist in making arrangements for presentations and/or lectures, either for the executives or for a member of their staff. Type documents from rough draft and make necessary changes to fit the situation at hand.
- Receive and screen all telephone calls, determine the nature, purpose, and sensitivity of the call, and recommend to responsible personnel whether the circumstances require personal attention or refer the call to appropriate staff.
- Serve as the first point-of-contact to greet and receive arriving visitors coming to see the executives, such as other executive managers, subordinate employees, and others. Maintain electronic appointment schedule and provide general administrative support for the executives as applicable.
- Schedule and arrange appointments, meetings, conferences, and other engagements without prior approval, or upon request based on established practices, coordinate changes or confirmations, as necessary, and maintain appointment schedule(s) daily. As appropriate, make final commitments to high level officials within the agency and from other agencies, the public, and private industry on a regular and recurring basis. Assure that commitments are recorded and modified, and that the executives are reminded of pending engagements. Gather background data for the topic of the meeting. When requested, attend meetings for the purpose of taking notes or otherwise contributing or assisting in the accomplishment of meeting objectives. In response to frequent unavoidable changes in executive's schedule adjusts the appointment schedules of others and notifies executives regarding schedule or appointment changes.
- Review all incoming and outgoing correspondence for subject content and route to appropriate office; note important items requiring follow-up; and/or take necessary action on items which require acknowledgment of routine correspondence, file items or reference materials. Maintain suspense system and provide correspondence and report as changes occur. Separate material requiring personal attention of the executives. Review outgoing correspondence and reports to ensure proper format, correct grammatical usage, references, and enclosures and the necessary coordination of facts has been completed and is in accordance with established policy.
- Perform a variety of office automation and word processing duties in support of office operations. Use word processors and computer terminals in conjunction with applicable software and related printers and modems, to produce accurate and efficient work. Compose and type a variety of narrative material (e.g., correspondence, endorsements, reports, and other informational items). Responsible for proper format, spelling, grammar, capitalization, punctuation, and as applicable, arrangement of tabulated data and editing functions to incorporate substantive changes. Correspondence frequently includes classified information (Secret or Confidential) and technical words and phrases.
- Transmit, receive, and acknowledge electronic mail and messages, checking transmittals for proper clearances; print hard copies of incoming mail or messages and route to designated units entering applicable date, time, or other identifying data into electronic files or documents, as may be required. May be responsible for supplies, equipment, and printing and maintenance services.
- Make travel arrangements and maintain computerized record of itineraries, including their drafting and preparation. Review itineraries prepared by others to maintain awareness of movement, at all times, so that SES personnel may be contacted as necessary. Ensures that all lodging accommodations are arranged in advance to be certain that appropriate accommodations are available. Review travel voucher when trip is completed.
- Arrange for conferences, assuring that room, seating, supplies, back-up information, and equipment are available. Prepare conference room for virtual meetings, to include setting up information technology equipment.
- Provide liaison through the relay of messages and instructions from the supervisors to other staff members, assuring that they are aware of his/her schedule in order that they can plan meetings at which the supervisor should be present.
- During review of correspondence passing through the Office, note statements that may be affected by pending information or decisions and, where such information can be passed along, informs originator prior to review and signature by the executives.
- Take notes at meetings when requested.

FAQs

What is the primary role of the Executive Administrative Assistant?

The primary role of the Executive Administrative Assistant is to provide support to the Executive Offices of the Director (EOD) of the Federal Bureau of Investigation (FBI), specifically assisting senior executive services personnel such as the Chief Diversity Officer.

What are the educational requirements for this position?

A Bachelor’s degree and one (1) year of experience is desired, or an Associate degree with four (4) years of experience in office management or a related area; or at least seven (7) years of experience in the field of office management or a related area.

Is an active security clearance required for this position?

Yes, an active top secret security clearance is required for this position.

What types of tasks will the Executive Administrative Assistant be responsible for?

The tasks include managing communications, scheduling meetings, maintaining personnel records, arranging travel, and providing overall administrative support to the executives.

What types of experience are desired for candidates applying for this position?

Desired experience includes working with the US intelligence community or law enforcement, and knowledge of or experience working with the FBI.

Will the Executive Administrative Assistant need to handle classified information?

Yes, the Executive Administrative Assistant will frequently handle classified information (Secret or Confidential) and should possess the skills to manage it appropriately.

What software applications should the candidate be proficient in?

The candidate should have knowledge and experience with Microsoft Office Suite Products and operating office equipment.

Will the Executive Administrative Assistant be required to take notes during meetings?

Yes, the Executive Administrative Assistant may be required to take notes at meetings when requested.

Is experience with scheduling virtual meetings necessary for this position?

Yes, experience scheduling virtual meetings is required for this position.

How does the role support senior executives when they are absent?

In the absence of the executives, the Executive Administrative Assistant assumes responsibility to ensure that requests for information or action are communicated to responsible personnel and follows up on activities for briefing the executives.

Credence Management Solutions, LLC

One Measure of Success – Yours.

1001-5000

Employees

2005

Founded Year

Mission & Purpose

Credence provides innovative technology, health, international development, engineering, and management solutions to support mission-critical programs for Federal government customers. We are one of the nation’s largest privately held government contractors. Our ability to perform exceptionally to implement new solutions, efficiencies, and savings across 220 U.S. Government programs is due to our obsession with exceeding customer expectations and our emphasis on employee wellbeing—best exemplified by our corporate philosophy: “One Measure of Success. Yours.” WHY WORK WITH CREDENCE? We are consistently rated as a Top Workplace and are proud to be one of the fastest growing privately held firms in the U.S. over the last decade. Credence treats each customer, teaming partner, and employee as a trusted partner whom we serve. We ensure successful outcomes by focusing on the measure of success that we consider to be most important—Yours. WHY WORK FOR CREDENCE? We are a diverse, enthusiastic team of professionals who are dedicated to providing exceptional service to our customers. Our culture is focused on employee empowerment, recognition, and reward, and each person is encouraged to take initiative and strive to reach their greatest potential. HOW CREDENCE GIVES BACK: We believe in giving back to the communities in which we live and work through corporate charitable events, support for employee volunteering, and a 100% corporate match for employee charitable giving.