Executive Administrative Assistant

Government Acquisitions, Inc.; Cincinnati (OH); Hybrid; USD 60,000 - 85,000; Full time

Job summary

Government Acquisitions, LLC. (GAI) seeks an experienced Executive Administrative Assistant to support the President and other Executives. The role ensures the smooth operation of the President's office while serving as HQ Office Manager for GAI HQ in Cincinnati, OH.

The position is exempt, hybrid, with Mondays and Fridays as Work From Home. Responsibilities include calendar management, travel coordination, correspondence, and office administration, requiring discretion, strong communication,

Qualifications

• Four or more years of experience in an administrative role reporting directly to C-Suite level.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion and professionalism.
• Experience coordinating calendars, travel, and executive support tasks.

Responsibilities

• Manage and maintain the President's complex calendar, schedule appointments and travel.
• Draft and prepare correspondence, reports, and presentations; manage email with priority handling.
• Coordinate and arrange complex travel itineraries and related expense reporting.
• Oversee HQ office operations, ordering supplies and coordinating with building maintenance.
• Act as liaison between president, executives, and internal/external contacts; demonstrate confidentiality.
• Utilize tools like EOS and Salesforce to improve processes and stay current.
• Anticipate executive needs and provide proactive support without constant direction.

Skills

Calendar management

Executive support

Travel coordination

Communication

Problem-solving

Confidentiality

Discretion

Tools

Salesforce

EOS

MS Office (Word, PowerPoint, Excel)

Job description

Government Acquisitions LLC. (GAI) – is seeking an experienced Executive Administrative Assistant who will primarily support the President of the company as well as other Executives as necessary. The Executive Admin will provide high-level administrative support, ensuring the efficient and effective operation of the President's office. This role requires exceptional organizational, communication, and problem-solving skills, as well as the ability to handle sensitive information with discretion and professionalism. The ideal candidate is proactive, adaptable, and possesses a strong understanding of the day-to-day operations of a C-Suite officer. This role also serves as the HQ Office Manager for GAI HQ in Cincinnati, Ohio.

This is an exempt, hybrid role with Mondays and Fridays being Work From Home.

Shift 8:30 AM - 5:30 PM - 1 hour lunch break

Job Description & Work Responsibilities (Tasks include but are not limited to the following):

Calendar Management:

• Manage and maintain the President's complex calendar, scheduling appointments, meetings, and travel arrangements
• Prioritize and resolve scheduling conflicts, ensuring efficient use of the President's time.
• Keep the President updated and prepared for his scheduled meetings.
• Proactively assist in completing tasks on the President's agenda including working with stakeholders, writing drafts, and reminders of task deadlines.
• Manages Executive Travel Calendar.

Communication and Correspondence:

• At times, may act as a primary point of contact for internal and external stakeholders, screening and directing inquiries.
• Draft and prepare correspondence, reports, and presentations, ensuring accuracy and professionalism.
• Manage email correspondence, prioritizing and responding to urgent matters.
• Maintains employee birthday and anniversary calendar/gifts.
• Attends Executive Leadership Meetings, takes notes as needed, practices absolute confidentiality and discretion.
• Internal Communication: Pays attention to and apply information from Leadership meeting discussions, ability to disseminate down to broad company audience as required.
• Assists President with his Social Media.

Travel Coordination:

• Arrange and coordinate complex travel itineraries, including flights, accommodations, and ground transportation.
• Prepare travel documents and expense reports for the President and, as needed, for other Executives as requested.

Office management:

• Will manage HQ Office with the following tasks:
• Order/stocking food and drink for the HQ employees
• Ordering office supplies.
• Work with building maintenance as needed.
• Daily cleaning of kitchen throughout the day including dishwasher.
• Assist the Event & Convention Manager with organizing, storing, shipping of product as needed.

Relationship Management:

• Act as a liaison between the president and other executives, employees, and external contacts.
• Build and maintain strong relationships with key stakeholders.
• Orders flowers/gift baskets as requested.
• Orders monthly "spiffs" per Inside Sales Management.
• Works with President on awarding employees on milestones and other employee-related coorespondence

Technology Proficiency:

• Utilize various software and technology tools to enhance efficiency and productivity such as EOS.
• Stay up-to-date with industry trends and emerging technologies

Anticipatory Support:

• Proactively anticipate the President's needs and provide support without requiring constant direction.
• Identify and address potential issues before they elevate.

Qualifications:

• Four or more years of experience in an administrative role reporting directly to C-Suite level.
• Exceptional organizational and time-management skills. Ability to coordinate, manage concurrent projects with competing deadlines.
• Excellent written and verbal communication skills.
• Excellent technical ability to learn new systems and processes.
• Familiarity with Salesforce and/or Entrepreneurial Operating Systems (EOS) highly desirable.
• Experience driving efficiencies and productivity in the workplace.
• Ability to tactfully "manage up" as necessary to keep work on track.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and discretion.
• Expert user in Microsoft Office Suite, primarily Word & PowerPoint and other relevant software.
• Proficient in Excel.
• Ability to work independently and as part of a team.
• Strong problem-solving and decision-making skills.
• Adaptability and flexibility in a fast-paced environment.

Must be a US Citizen and not require sponsorship now or in the future.

References are required.

Should be able to lift 30 pounds occasionally

About Government Acquisitions, LLC. (GAI)

Government Acquisitions, LLC. (GAI) brings over 30 years of dedication to Federal mission success, and a performance culture to power real innovation. GAI is a Federal government IT partner that focuses on Artificial Intelligence, Big Data Analytics, Cloud Computing, and Cyber Security. GAI's team members work side by side with government IT executives and OEM partners to solve complex business problems such as AI/ML, RPA, Cyber Security, Big Data, Data Center & Cloud.

All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. GAI is committed to a harassment-free and discrimination-free workplace.