Executive Assistant

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

Benefits offered by this job

Medical, dental, vision insurance

Life and disability insurance

Tuition assistance

401(k) plan with employer match

Job summary

VISTA Technology Services, Inc. seeks an Executive Assistant to support NAVSEA senior leaders onsite in Arlington, VA. You will coordinate calendars, travel, briefs, and meeting materials, while maintaining office operations and SOPs.

The role requires strong DoN knowledge, DoD travel systems, and the ability to work with high-level executives across multiple offices. DoD clearance is preferred and a Bachelor's degree is required.

Qualifications

• 5+ years of executive support experience, especially DoN/navy context.
• Understanding of DoN leadership, culture, and terminology.
• Experience coordinating calendars, meetings, and travel for senior staff.
• Ability to work with high-level cross-functional teams.
• Experience updating SOPs and improving processes.
• Familiarity with DoN records management and correspondence guidance.
• Strong written and verbal communication skills.

Responsibilities

• Manage DoN leadership calendars and travel using DTS.
• Prepare briefs, presentations, meeting materials, and notes.
• Attend senior meetings, take notes, track action items.
• Prioritize workload and manage deadlines in a fast-paced environment.
• Develop solutions to improve operations and office practices.
• Coordinate and route correspondence and documentation.

Skills

Executive support

Calendar management

Travel planning

Communication

Cross-functional collaboration

Policy & DoN knowledge

Problem solving

Attention to detail

Education

Bachelor’s Degree

Tools

Office 365

SharePoint

MS Teams

DTS

DISS

Job description

VISTA Technology Services, Inc. (VISTA) is currently seeking anExecutive Assistant (EA) to support our NAVSEA customer, reportingonsite in Arlington, VA5 days a week.

TheEA will provide high-level executive assistance and will directlysupportthe 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 individualwith strong attention to detail andadministrative, 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 tasksin a fast-paced and high-demand environment andwill 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
• Attendsenior level meetings, takeand disseminatenotes, meeting minutes, and action items
• Track, organize, and prioritize action items, taskers, and deadlines
• Proactively identify barriers to progress,developcreative solutions that improve and streamline processes, andinitiate/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
• Paystrict attention to detail when composing and proofing materials, establishing priorities, and meeting deadlines
• Leveragenetwork 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 DoNleadership 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 identifyingbarriersand developingsolutions that streamline processes and improve program performance to include initiating and updating SOPs
• Experience supporting executive leadership meetings
• Familiarity with DoNRecords 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 NAVSEAAcquisition 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.

To learn more about VISTA and to apply for this position, please visit our website at www.vistatsi.com.

VISTA is an Equal Opportunity Employer/Disability/Veterans Employer