Executive Assistant

VISTA Technology Services Inc.; Arlington (VA); On-site; USD 115,000 - 145,000; Full time

Benefits offered by this job

Medical, dental, vision

Employer 401(k) match

Tuition assistance

Life and disability insurance

Job summary

VISTA Technology Services, Inc. is hiring an Executive Assistant to support NAVSEA activities onsite in Arlington, VA. You will directly assist the SES, coordinate calendars, travel, and meetings, and manage sensitive information with discretion.

The role requires DoD DoN knowledge, strong communication, and the ability to prioritize multiple tasks in a fast-paced environment. Travel and security procedures will be routinely utilized.

Qualifications

• 5+ years of administrative experience supporting DoN senior leadership.
• Knowledge of DoN organization, culture, and terminology.
• Experience managing calendars, meetings, and travel for senior leaders.
• Experience coordinating with cross-functional teams.
• Experience improving processes and updating SOPs.
• Experience supporting executive leadership meetings.
• Familiarity with DoN Records Management and correspondence guidance.
• Knowledge of military protocol and official correspondence.
• Strong written and verbal communication; attention to detail.

Responsibilities

• Organize DoN military and civilian leadership calendars, travel, meetings, and expenses.
• Prepare briefs, materials, and maintain office continuity in absence of leadership.
• Attend senior meetings, take notes, and disseminate action items.
• Track action items, deadlines, and workload priorities.
• Identify barriers and streamline processes; initiate SOP improvements.
• Format, edit, file, and track correspondence and documentation.
• Monitor internal and external information requests and tasks.
• Collaborate with teams to manage multiple priorities in a fast-paced environment.
• Ensure quality assurance on own work and others’, meeting deadlines.
• Leverage networks to achieve objectives and drive efficiency.
• Use DTS for travel arrangements and DISS for visit requests.

Skills

Executive support

Calendar management

Travel coordination

DoN knowledge

Communication skills

MS Office 365

DTS usage

DISS usage

Security clearance

Education

Bachelor’s degree

Tools

PowerBI

SharePoint

DTS

DISS

Job description

VISTA Technology Services, Inc. (VISTA) is currently seeking an Executive Assistant (EA) to support our NAVSEA customer, reporting onsite in Arlington, VA 5 days a week.

The EA will provide high-level executive assistance and will directly support the program’s Senior Executive Service (SES). They will coordinate the day-to‑day activities and administrative functions, and are expected to work with limited direction, executing significant discretion and judgment in all aspects of their role. This position requires an individual with strong attention to detail and administrative, project management, and communications skills as this person must effectively support and communicate with internal and external DoD senior executives across various fields, particularly US Navy. They should be proactive, self‑motivated, and be able to prioritize multiple tasks in a fast-paced and high-demand environment and will apply their Department of Navy (DoN) program knowledge and experience and utilize standard policies and procedures.

Responsibilities

• Provide detailed organization and management of DoN military and civilian leadership’s calendars including organizing travel schedules, prioritizing and scheduling meetings, managing office resources, and completing expense reports
• Communicate and assist with managing and prioritizing the daily workload, adjusting for revised priorities, including preparing briefs, presentations, meeting materials, and maintaining continuity of office in their absence
• Attend senior level meetings, take and disseminate notes, meeting minutes, and action items
• Track, organize, and prioritize action items, taskers, and deadlines
• Proactively identify barriers to progress, develop creative solutions that improve and streamline processes, and initiate/revise Standard Operating Procedures (SOPs)
• Prepare, format, edit, serialize, route, file, and track correspondence and documentation
• Monitor internal and external tasks and requests for information
• Work independently and with a team to effectively manage multiple tasks within a dynamic and fast-pace work environment
• Pay strict attention to detail when composing and proofing materials, establishing priorities, and meeting deadlines
• Leverage network and resources to accomplish objectives swiftly and effectively, participate in or lead team initiatives as needed, and take initiative to improve operations and office best practices within established guidelines
• Utilize DoD Defense Travel Systems (DTS) to make travel arrangements for senior executives
• Utilize Defense Information System for Security (DISS) to coordinate and manage visit requests

Basic Qualifications

• 5+ years of administrative experience as an executive assistant supporting DoN senior leadership in a Program Office and/or at the Pentagon
• Understanding of DoN leadership and knowledge of DoN organization, culture, and terminology
• Experience managing DoN senior military and program leaderships' calendars, meetings, and travel
• Experience working and coordinating with high-level cross-functional teams
• Experience identifying barriers and developing solutions that streamline processes and improve program performance to include initiating and updating SOPs
• Experience supporting executive leadership meetings
• Familiarity with DoN Records Management (RM)
• Familiarity with DoN correspondence guidance
• Knowledge of military protocol and correspondence
• Exceptional written and verbal communication skills
• Strong attention to detail and the ability to conduct quality assurance/quality control on their work and the work of others
• Ability to work under time constraints and resolve problems and conflicts and be flexible in their ability to adapt to ever-changing requirements
• Ability to professionally collaborate, interface, and communicate with all levels of personnel
• Experience using DoN Defense Travel Systems (DTS)
• Proficient using in Microsoft Office 365 (Excel, Word, PowerPoint, and Outlook), MS Teams, and SharePoint
• Active DoD Secret Clearance

Desired Qualifications

• Bachelor’s Degree
• Active Navy CAC, FlankSpeed, DTS, and DISS access strongly desired
• Prior experience supporting a NAVSEA Acquisition Program Office
• Experience using Defense Information System for Security (DISS)
• Experience using PowerBI
• Knowledge of Navy ERP

Salary at VISTA is determined by various factors, including but not limited to location, the individual’s particular combination of education, knowledge, skills, competencies, and experience, as well as contract‑specific affordability and organizational requirements. The projected compensation range for this position is $115,000.00 to $145,000.00 (annualized USD). The estimate displayed represents the typical salary range for this position and is just one component of VISTA's total compensation package for employees. We also offer a competitive leave package and a generous benefit plan which includes medical, dental, vision, life and disability insurance, tuition assistance, and an employer matching 401(k) plan.

Applicants selected for this position will be subject to a government security investigation and must meet eligibility requirements for access to classified information.

For this position, VISTA will consider only applicants with an active DoD security clearance.

VISTA is an Equal Opportunity Employer/Disability/Veterans Employer