Executive Administrative Assistant

SAIC; Chantilly (VA); On-site; USD 36,000 - 54,000; Full time

Job summary

Ohana seeks an Administrative Assistant in Chantilly, VA to support the NRO Directorates. The role involves scheduling, correspondence, travel arrangements, and document management to enable mission effectiveness.

The ideal candidate demonstrates strong interpersonal skills, detail orientation, and the ability to multitask across multiple tasks with minimal guidance. TS/SCI with Poly is a stated requirement, with a HS Diploma and 6+ years of experience preferred.

Qualifications

• TS/SCI with Poly clearance requirement
• HS Diploma plus 6 years of experience
• Strong interpersonal skills
• Detail-oriented and precise in written materials
• Ability to communicate effectively to diverse audiences
• Experience working independently with minimal guidance

Responsibilities

• Maintain schedule of appointments for office chiefs and deputy chiefs
• Answer routine calls and direct messages; greet visitors
• Prepare travel arrangements and supporting vouchers
• Draft and edit official correspondences and reports
• Manage office databases, reports, and access controls
• Coordinate meetings, events, and travel logistics
• Update website content and coordinate with web/graphics teams
• Provide backup administrative support to other offices as needed

Skills

Interpersonal skills

Detail oriented

Multitasking

Communication skills

Education

HS Diploma

Tools

Microsoft Office

Job description

Ohana is seeking an Administrative Assistant located in Chantilly, VA. The Administrative Assistant position performs a variety of administrative duties providing mission support in one or more functions or business areas within the NRO Directorates.

• The nature of Administrative Assistant work varies from transactional in nature to complex tasks which demands a high degree of autonomy and latitude in planning, organizing, and decision making to fulfill work requirements.
• Maintain a schedule of appointments for office chiefs and deputy chiefs
• Answer routine telephone calls, direct calls and take messages
• Greet office visitors
• Retrieve, sort, and distribute incoming mail, and other publications/documents
• Arrange for the delivery of outgoing mail/packages with the mailroom
• Prepare travel/training arrangements and process travel/training accounting/vouchers for the office managers
• Draft, proofread, edit and coordinate official office correspondences
• Draft documents such as standard operating procedures, spreadsheets, presentations and reports
• Maintain program records filing/storage and archival as appropriate
• Administer databases and spreadsheets to include managing user accounts and accesses, creating reports, and performing updates
• Prepare recall rosters and maintain office organization charts
• Manage routine website content updates and coordinate more complex website changes with web and graphics team
• Assist in planning, scheduling, organizing, and execution of meetings, events, conferences, and off-sites
• Support TIER actions, assign actions to the appropriate divisions or branches, follow up on actions, coordinate responses in a non-conflicted manner for senior management review, provide status reports, and participate at Enterprise-wide TIER meetings as required
• Coordinate office renovations and relocation activities
• Recommend innovative processes to improve the efficiency and effectiveness of the office
• Maintain Directorate supply stock by monitoring supply levels and ordering supplies/equipment as needed
• Participate in meetings and events; may serve as recorder
• Perform administrative back up support for other offices within the Directorate

• TS/SCI with Poly
• HS Diploma plus 6 years of experience
• Strong interpersonal skills
• Detail-orientated
• Ability to communicate effectively and concisely using a variety of styles and techniques appropriate to the audience
• Ability to participate productively as a contributing member in a team environment
• Proficient in the use of Microsoft Office, standard computer applications and ability to learn customer collaboration tools
• Knowledge of proper English usage, spelling, grammar, punctuation and sentence structure to ensure that written materials prepared and reviewed are complete, succinct, and formatted correctly
• Experience working independently, anticipating and adapting to changing mission requirements and priorities, and managing multiple tasks with minimal guidance