Executive Assistant

Institute for Defense Analyses; Alexandria (VA); On-site; USD 56,000 - 90,000; Full time

Job summary

Institute for Defense Analyses (IDA) in Alexandria, VA seeks an experienced administrative professional to support the Division Director and staff. You will prepare complex documents, manage calendars, coordinate travel, and produce reports using word processing, spreadsheets, graphics, and databases.

The role requires handling sensitive information, strong communication, and the ability to meet deadlines in a fast-paced, security-conscious environment. U.S.

Qualifications

• Proven admin experience in a professional environment.
• Experience with word processing, spreadsheets, graphics, pdf conversions, and databases.
• Ability to handle sensitive information and meet deadlines.

Responsibilities

• Prepare technical and statistical reports from diverse sources.
• Maintain the Director's calendar and coordinate travel and meetings.
• Process routine correspondence and manage files and records.
• Operate office systems, email, and scheduling tools.
• Assist in hiring processes and coordination of candidate materials.

Skills

Word processing

Spreadsheet

Outlook

Interpersonal skills

Security clearance

Education

High school diploma or equivalent

Associates degree

Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

PDF conversion tools

Database software

Graphics software

Job description

Under minimal supervision, provides principal administrative support in a professional environment, usually to one individual, and in some cases also the subordinate staff of that individual. Maintains a close and highly responsive relationship to the day-to-day activities of the Division Director. Performs a variety of both complex and routine administrative duties requiring extensive working knowledge of the organization, programs, practices and procedures related to the function of the office. Responsibilities include extensive use of office automation equipment and applications, including word processing, graphics, pdf conversions and spreadsheet programs to produce complex technical and statistical documents and reports. Also utilizes email, conference room scheduling and other internal automated systems; maintains information systems and databases.

Responsibilities

• Prepares documents on a timely and accurate basis to include narrative, technical, or statistical reports from typed, automated or handwritten text. Uses appropriate software for creating, storing, retrieving, formatting and integrating documents and other data in accordance with prescribed format and procedures; may require chart preparation and graphics; responsible for correct spelling and grammar; reviews all materials prepared for Director's approval for accuracy and format.
• As instructed, maintains Director's calendar, coordinates travel arrangements and vouchers for Director and staff, coordinates appointments, arranges for meeting rooms, and escorts Director's visitors as needed. Responds to routine requests for information concerning office procedures, determines which requests should be referred to the Director, other appropriate staff member, or other offices.
• May prepare and sign routine, non-technical correspondence in own or Director's name. May scan and sort incoming mail and interoffice correspondence into priority categories; note items of interest based on current projects; may retrieve and attach background material before distributing. Maintains recurring internal reports, office equipment listings, correspondence controls, and other types of data as requested; establishes and maintains files as directed, follows up on pending matters to assure that schedules are met.
• Utilizes spreadsheet, graphics or database software programs; also maintains information systems and databases; may serve as technical resource for other staff members on software questions and issues. Operates standard office systems and equipment to include email, conference room scheduling and other internal automated systems, fax machines, copy machines and scanning equipment.
• Explains Director's requirements concerning office procedures to staff; coordinates personnel and administrative forms for the office and forwards for processing.
• Assists the Division leadership with program operations, including liaison with sponsors and IDA management.
• Ensures all resources to include hardware/software, office supplies and others are available for the performance of project work.
• Prepares and maintains version control of formal and informal papers, briefings, memoranda and other research projects.
• Supports hiring committee chairman during the hiring process by contacting candidates for necessary documentation, arranging interview visits, coordinating the schedules of the interview team and assisting with related tasks as required.
• Assists in coordination, production, and dissemination of job candidate application and evaluation materials, interview schedules, and related tasks.
• Works with the Division Business Manager to prepare, submit and track purchase requisitions, change requests, various staffing and project lists, security compliance procedures and other memoranda.
• Performs other duties as assigned

Qualifications

• High school diploma or equivalent, with 6 or more years progressively responsible experience in word processing or administrative functions. Associates degree with minimum 4 years of progressively responsible experience or Bachelors with 2 years minimum experience preferred.
• Demonstrated proficiency in use of various software packages to include word processing and spreadsheet, graphics, pdf conversions and database applications; experience with other automated systems e.g. Microsoft Outlook, calendaring, conference room scheduling systems and other internal automated systems.
• Demonstrated ability to handle proprietary or sensitive information and to operate effectively under deadlines with tact and diplomacy.
• Strong interpersonal skills with ability to communicate effectively orally and in writing with all levels of employees.
• Ability to obtain and maintain necessary TS security clearance.

About IDA:

The Institute for Defense Analyses (IDA) is a private, nonprofit corporation headquartered in Alexandria, Virginia, just outside Washington, DC. IDA's mission is to answer the most challenging U.S. security and science policy questions with objective analysis leveraging extraordinary scientific, technical, and analytic expertise.

Working here requires energy, commitment, flexibility, and teamwork. Whether you're a graduate student ready to start your career, a professional looking for your next challenge, or a member of the military hoping to transition to the private sector while continuing to make a difference in the national security of your country, we offer exciting opportunities to learn and grow.

Sponsors rely on IDA for dispassionate, fact-based, and scientifically rigorous research and advice performed in a research environment free of commercial or shareholder interests where objectivity and the public interest are foremost.

The work produced by IDA is characterized by unquestioned objectivity and high quality. Because of our unique relationship with our U.S. Government sponsors, IDA enjoys unusual access to classified government information and sensitive corporate proprietary information.

We support transparency, equity, and fairness in our compensation program and provide a reasonable estimate of the salary range based on data-driven market analysis for each position. While it is not typical for an individual to be hired at or near the top of the range, a reasonable estimate of the salary range for this role is $56,254 - $90,007. Individual salary within this range will be commensurate with the incumbent's experience, unique skills and qualifications, and other relevant factors.

U.S. Citizenship is required

Ability to obtain and maintain a security clearance is required

IDA is an equal opportunity employer committed to providing a fair recruiting process and working environment free from discrimination. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identify, national origin, disability or protected veteran status.

IDA is committed to working with and providing reasonable accommodations to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process or in order to perform the essential functions of a position, please send an email to [e-mail] and let us know the nature of your request and contact information.