Executive Administrative Assistant

Hirebridge; Washington (District of Columbia); On-site; USD 55,000 - 85,000; Full time

Job summary

The Building People seeks an Executive Administrative Assistant to support a federal program office. The role requires professional judgment, initiative, and tact, with strong skills in Microsoft Office and calendar management.

You will prepare briefing materials, coordinate travel, and assist with reports and presentations for senior leadership. Responsibilities include coordinating internal/external meetings, handling travel logistics, drafting correspondence, and maintaining files.

Qualifications

• Experience providing administrative support to senior executives.
• Ability to manage multiple calendars and travel arrangements.
• Proficiency with Microsoft Office Suite and document preparation.

Responsibilities

• Manages multiple calendars and meeting rooms; coordinates agendas.
• Prepares briefing materials and PowerPoint presentations for leadership.
• Handles domestic/international travel arrangements and expense documentation.
• Composes correspondence for senior management and tracks outstanding issues.
• Maintains filing systems and supports conference logistics (webinars, videoconferences).
• Acts as receptionist and liaison for the program office; supports events and All-Hands meetings.

Skills

Microsoft Office

Calendar management

Travel coordination

Executive support

Tools

Microsoft Outlook

PowerPoint

Excel

Job description

The Building People has an opening for an Executive Administrative Assistant to support our federal client. The Executive Administrative Assistant will perform a variety of administrative functions to support the operations of a program office. Performs specialized administrative support tasks of a non-routine and non-repetitive nature. Monitors projects and/or finances for members of assigned functional unit. Performs professional level tasks both formal and informal requiring independent judgment, initiative, and tact; determines the method of collection and analysis for assigned projects; and prepares complex briefings. Coordinates administrative work within the secretarial and clerical support group. Must be proficient in Microsoft Office Suites 2010 or better. Manages multiple calendars and meeting rooms on Outlook. Expertise in preparing various reports, making recommendations for actions, project management, event planning, office relocation planning and other duties as assigned.

• Performs a variety of administrative function to support the operation of a program office.
• Must be experienced working with senior executives.
• Most possess independent judgment, initiative, and tack. Must be proficient in Microsoft Office Package.
• Most have extensive experience with Department of Energy Travel and Conference Management policies and systems.
• Functional areas for this position include but not limited to:
• Manages multiple calendars and schedules meetings
• Prepares agendas for internal/external meetings and prepares briefing materials
• Arranges/coordinates domestic/international travel
• Composes and prepares correspondence for senior management
• Tracks incoming issues addressed to Director & Deputy Director and ensures that responses are sent in a timely manner
• Monitors and responds to emails
• Prepares draft PowerPoint presentations and reports when needed
• Maintains digital and paper files
• Serves as office receptionist and customer service representative
• Provides conference administrative/travel support to Operations Team and Program Managers, as needed
• Manages conference room scheduling and set-up, including webinars and videoconferences
• Manages logistics of monthly All-Hands meeting (e.g., ensure room reservation, room setup, webinar setup, manage remote attendees and call-in).
• Support development of Travel Authorizations and managing the expenditure of travel funds
• Support in the development of process documents such as travel, on-boarding and general Standard Operating Procedures