Administrative / Executive Assistant

Davita Inc.; Washington (District of Columbia); On-site; USD 55,000 - 80,000; Full time

Job summary

Harkcon, Inc. is seeking an experienced Executive Assistant to support the Department of Energy/National Nuclear Security Administration in Washington, DC. This full-time role requires strong organizational skills, effective communication, and the ability to manage multiple executive calendars while ensuring confidentiality and professionalism. Ideal candidates will have extensive experience in a fast-paced environment, including travel processing and excellent customer service abilities.

Qualifications

• Bachelor's degree + 5 years of experience or high school diploma + 9 years of experience.
• Active DOE 'Q' or DoD Top Secret clearance required.
• Strong experience in processing and tracking official foreign travel.

Responsibilities

• Manage executive calendars and coordinate meeting venues.
• Prepare briefing materials and take accurate meeting minutes.
• Process travel authorizations and arrange logistics for foreign travel.

Skills

Organizational skills

Time management

Attention to detail

Verbal communication

Written communication

Customer service

Education

Bachelor's degree

High school diploma

Tools

Microsoft Office Suite

Job description

Harkcon, Inc. is seeking an experienced Executive Assistant supporting customers within the Department of Energy (DOE) / National Nuclear Security Administration (NNSA). This position is full-time and requires daily attendance onsite at NNSA Headquarters in in Washington, DC.

• Provide a professional, customer-oriented approach when dealing with the public and senior-level officials within DOE/NNSA, programs, functional offices, and field offices, national laboratories, and plants while consistently exercising tact, diplomacy, and confidentiality.
• Communicate appropriately in fast-paced environment; work closely with executives, staff, and team members.
• Respond enthusiastically to frequent queries for information and provide administrative support in fast-paced, active office environment.
• Coordinate multiple executive work calendars and selection of appropriate meeting venues; manage frequent changes fluidly, ensuring all interested parties are informed.
• Identify and solve problems, follow and prepare procedural guidelines and elevate issues to persons with greater authority, when appropriate; embrace and support a culture of continuous process improvement.
• Prepare briefing materials, reports, and data summaries in preparation for executive meetings.
• Take notes and create accurate meeting minutes and reports for executive meetings.
• Collect, consolidate, and edit reports from program offices for presentation to executives.
• Process and track classified and unclassified correspondence using online electronics routing software.
• Review policies and correspondence for actions required of executives.
• Edit and produce final copy of formal correspondence, correspondence summaries, briefings, reports, and a wide variety of other analytical, process flow, financial spreadsheet, narrative, tabular and statistical documents.
• Review documents for Director's signature, coordination or concurrence for accuracy and completeness, conformance with procedural requirements and guidelines.
• Process travel authorizations, book official travel, and prepare travel vouchers for executives
• Process foreign travel clearance and logistics, ensuring travelers comply with current requirements for official foreign travel.
• Guide and coach federal employees and team mates on standard policies and directives.
• Process, track, and disseminate organizational policies and mandates across large, geographically dispersed federal workforce.

MINIMUM REQUIREMENTS

• A bachelor's degree + 5 years of experience or high school diploma + 9 years of experience
• Active DOE "Q" or DoD Top Secret clearance
• Strong organizational, time management, and attention to detail skills
• Excellent verbal and written communication skills
• 2 years of experience in processing and tracking official foreign travel
• Strong Microsoft Office Suite experience to include Word, Excel, PowerPoint, and SharePoint
• Demonstrated zeal and enthusiasm for compassionate customer service and a strong sense of duty

DESIRED KNOWLEDGE, SKILLS & ABILITIES

• 3-6 years of demonstrated foreign travel processing experience
• 5-8 years of experience working in a front-office or office management position
• Knowledge of the organization and function of the NNSA

Harkcon, Inc. is an is an Equal Opportunity-Affirmative Action Employer - Minority / Female / Disability / Veteran / Gender Identity / Sexual Orientation / Age