Executive Administrative Assistant

QualX Corporation; Washington (District of Columbia); On-site; USD 90,000 - 100,000; Full time

Job summary

QualX Corporation seeks an Executive Administrative Assistant to support SEMO and onboarding for political appointees and SGEs in a fast-paced environment.

You will coordinate logistics, manage personnel records, and prepare reports, ensuring a smooth onboarding process and high-level administrative support for senior leadership.

Qualifications

• Proficient in Microsoft Word, Excel, Outlook, Access, PowerPoint.
• Demonstrates strong analytical skills and reading comprehension.
• Exceptional attention to detail with multi-tasking and teamwork ability.
• Excellent written and oral communication; able to lead when needed.

Responsibilities

• Provide principal administrative and HR support in an office environment.
• Coordinate arrival logistics for onboarding of political appointees and SGEs.
• Communicate with DoD POCs to ensure organized onboarding experience.
• Assist onboarding of SGE personnel, manage files and pre-employment tasks.
• Coordinate in-person and virtual onboarding sessions and send calendar invites.
• Prepare program status reports and ad hoc leadership reports.
• Create correspondence and prepare documents for internal and external use.

Skills

MS Office Suite

Analytical skills

Attention to detail

Communication skills

Leadership

Education

Bachelor's Degree in information management related field

Job description

Job Title

Executive Administrative Assistant

Location

Washington, DC 20301 US (Primary)

Category

Job Type

Full-Time

Staff

Education

Bachelor's Degree

Travel

None

Security Clearance Required

Secret

Job Description

OVERVIEW

Serve ascontractorsupport toassistthe Senior Executive Management Office (SEMO) in logistical tasks and onboarding for political appointees and Special Government Employees (SGEs).

DUTIES AND RESPONSIBILITIES

• Provide principal administrative and human resources support in an office environment
• Coordinate arrival logistics for incoming political appointees for in-person onboarding, to include: parking, visitor escorting, and conference room reservations
• Communicate with incoming political appointees and DoD Points of Contact (POCs) to ensure an organized and efficient onboarding experience
• Assist with the onboarding of Special Government Employee (SGE) personnel, to include: the use of USA Staffing (USAS) to review and accept new hire requests; downloading, storing and maintaining personnel files which includes Personally Identifiable Information (PII); extending tentative and final job offers; coordinating pre-employment tasks with other DoD offices; providing an outstanding customer experience, electronically or verbally, to new hires and organizational POCs
• Coordinate in-person and virtual onboarding sessions, send calendar invitations, and conduct follow-up actions to ensure all human resources Entrance-On-Duty (EOD) paperwork is received,accurate and ready for team lead signature
• Coordinate with the Executive Services Directorate (ESD) and Graphics to request and deliver certificates to members of the SES and political appointees in DASD-level and above positions
• Develop priorities, areas of emphasis, scope of projects, and internal deadlines based on overall mission requirements
• Conduct analysis of assigned projects, perform varied human resources and program analyst duties requiring an understanding of the organization, political personnel onboarding, the overall SGE process, and procedures related to the work of an executive-level human resources office
• Provide oversight of day-to-day program actions, including short-lead suspense assigned by senior leadership
• Enter andmonitorsuspense actions/tasksutilizingGovernment tools, including: CATMS, Excel spreadsheets,Advana, Word documents, USAS, SharePoint, etc.
• Assistsenior leadership personnel in the preparation of spreadsheets and presentations by employing Microsoft products – PowerPoint, Word, Accessand Excel
• Prepare internal memoranda and other documents for individuals within the organization and support the preparation of letters, memoranda, and other documents for individuals external to the organization
• Create and maintain program status reports for leadership personnel, including ad hoc reports
• Compose correspondence with little to no supervision concerning personnel actions,including: exceptions to policy, waivers, and administrative matters for leadership’s approval
• Review publications, regulations, directives, and make recommendations to SEMO staff
• Prepare special or one-time reports, summaries, or replies to inquiries by selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc. under general direction

Job Requirements

QUALIFICATIONS AND REQUIREMENTS

• Bachelor’s Degree in information management related field or equivalent combination of education and/or experience
• Knowledge andproficiencyin Microsoft Office Suite(Word, Excel, Outlook, Access, and PowerPoint)
• Demonstrate strong analytical skillsandreading comprehension
• Exceptional attention to detail, ability to multi-task, work in a team environment, and adjust toestablishedwork patterns and processes asrequired
• Ability to collaborate with team members and work independently toidentifyand create solutions for issues
• Possess exceptional communication skills (both oral and written)and strongleadership skills
• Experience with document and quality control standards

PREFERRED SKILLS

• 1-2 years of related experienceinoffice management, human resources, and database management preferred
• Experience using Microsoft Office Accessand/or information access and retrieval systems
• Must abide by all applicable statutes, regulations, publications, manuals, and local policies and procedures

The salary range for this position is $90,000-$100,000 annually.

We are equal opportunity/affirmative action employers, committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or protected veteran status, or any other protected characteristic under state or local law.