DNFSB- Executive Assistant PRE-AWARD Opportunity

Gilder Search Group; Washington (District of Columbia); On-site; USD 65,000 - 90,000; Full time

Job summary

Gilder Search Group seeks an experienced Executive Administrative Assistant to support the Executive Director of Operations in Washington, DC. The role involves complex scheduling, travel logistics, and high-level correspondence.

Responsibilities include managing calendars, coordinating meetings, preparing reports, and maintaining records. Strong MS Office skills and CWTSato Travel experience are essential.

Qualifications

• Minimum of 3 years of executive administrative support experience.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, and SharePoint)
• Proficiency in using CWTSato E2 Solutions Travel System

Responsibilities

• Coordinate complex scheduling and calendar management for senior leadership.
• Coordinate logistics for meetings, travel, room reservations, and briefing materials.
• Track leadership tasks and deliverables using approved agency tools.
• Prepare weekly reports, calendars, briefing books, meeting summaries, and event materials.
• Provide high-quality executive assistance, including email triage and drafting correspondence.
• Maintain secure records and SharePoint content.
• Coordinate with internal offices and stakeholders.

Skills

Communication skills

Time management

Stakeholder engagement

Education

Bachelor’s degree in Business Administration

Tools

Microsoft Office Suite

CWTSato E2 Solutions Travel System

Job description

Employment Type: Full-Time
Work Location: On-site - 625 Indiana Ave NW. Washington, DC 20004
Schedule: 40 hours/week, Monday–Friday
Position Status: Pre-Award Opportunity – Contingent Upon Contract Award

The positions will support the Executive Director of Operations

KEY RESPONSIBILITIES:

Scheduling & Calendar Management

• Manage complex scheduling and coordination of Outlook calendars for senior leadership, ensuring accurate scheduling, alignment of internal/external engagements, and avoidance of conflicts.
• Serves as the primary point of contact for logistics for meetings, travel arrangements, room reservations and briefing material distribution. Coordinate logistics for meetings, travel, room reservations, and distribution of briefing materials in a timely and organized manner.

Tasker & Workflow Management

• Track, organize, and update all leadership taskers, action items, commitments, and deliverables using approved agency tools to maintain full visibility of priorities.
• Maintain situational awareness of current and emerging requirements, proactively identifying bottlenecks and elevating items requiring leadership attention.

Correspondence, Documentation & Reporting

• Support the development, formatting, editing, and version control of correspondence, policy documents, briefing materials, governance packages, and official submissions.
• Prepare and update weekly reports, calendars, briefing books, meeting summaries, and event materials to ensure leadership remains aligned and informed.
• Utilize Microsoft Office applications to draft and prepare correspondence, policy papers, operational documentation, reports, records, and other materials in support of the Office of the Executive Director.

Executive Communications Support

• Provide high-quality executive assistance, including email triage, drafting administrative correspondence, arranging calls, coordinating follow-ups, and preparing supporting materials.
• Uphold professional discretion, confidentiality, and sound judgment in all communications and administrative actions.
• Represent the leadership office with professionalism, tact, and courtesy in all engagements with staff, industry partners, and government counterparts.

Coordination & Stakeholder Engagement

• Coordinate with internal offices to gather information, verify deadlines, and support timely responses to internal and external stakeholders.
• Support the execution of meetings, events, and engagements ranging from small leadership sessions to larger interagency or partner events.

Recordkeeping & Information Management

• Maintain secure and orderly recordkeeping systems, files, SharePoint content, and official documents in accordance with agency policy and applicable records management standards.

Administrative Support

• Provide administrative input on internal office processes (non-decision-making) and assist with monitoring commitments to ensure timely resolution by responsible personnel.
• Perform other administrative duties, within the scope of non-inherently governmental functions.
• Coordinate with the Facilities Manager to acquire, maintain, and replace office equipment.
• Support the tracking and coordination of leadership action items, due-outs, work plans, and other executive initiatives by maintaining accurate records, monitoring deadlines, and providing timely follow-up to responsible offices.
• Serve as a backup for the Support Specialist and Board Executive Secretariat (ExSec) personnel, as directed by the Program Manager.
• Recommend improvements to administrative processes and support implementation for enhancing the Office’s administrative processes and implementing improvements where applicable.
• Perform other administrative duties, as assigned and within the scope of non-inherently governmental functions.

QUALIFICATIONS:

• Minimum of 3 years of executive administrative support experience, preferably supporting senior executives within a federal government, executive leadership, or similarly fast-paced professional environment.
• Demonstrated proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, and SharePoint)
• Proficiency in using CWTSato E2 Solutions Travel System

EDUCATION:

• Bachelor’s degree in Business Administration, Public Administration, Communications, Organizational Management, or a closely related field. Five (5) years professional experience may be considered in lieu of a degree.

Additional Preferred Qualifications:

• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Ability to manage multiple competing priorities with minimal supervision.
• Strong customer service and stakeholder engagement skills.