Executive Assistant

arlosolutionsllc; Washington (District of Columbia); On-site; USD 70,000 - 100,000; Full time

Job summary

Arlo Solutions is seeking an Executive Assistant to provide direct administrative support to senior leadership at the Defense Nuclear Facilities Safety Board (DNFSB) in Washington, DC. The role requires proactive coordination of calendars, meetings, travel, and briefing materials in a fast-paced federal environment.

The Executive Assistant will handle confidential communications, prepare governance materials, maintain document control, and support leadership through efficient administrative

Qualifications

• Experience providing executive support in fast-paced federal or corporate environments.

Responsibilities

• Manage complex scheduling for senior leadership using Outlook.
• Coordinate meetings, travel, room reservations, and briefing materials.
• Track leadership action items and deliverables using approved agency tools.
• Maintain confidentiality and professional discretion in all communications.
• Prepare briefing books, policy documents, and governance packages.
• Draft correspondence and support executive communications.
• Support weekly status reports to COR and leadership briefings.
• Provide backup for ExSec staff as needed.
• Suggest improvements to administrative processes.
• Coordinate with Facilities for equipment management and upkeep.
• Maintain records and SharePoint content in accordance with policy.

Skills

Outlook scheduling

Logistics coordination

Executive communication

Discretion & professionalism

Tools

Microsoft Office

SharePoint

Job description

Company Summary

Arlo Solutions (Arlo) is an information technology consulting services company that specializes in delivering technology solutions. Our reputation reflects the high quality of the talented Arlo Solutions team and the consultants working in partnership with our customers. Our mission is to understand and meet the needs of both our customers and consultants by delivering quality, value-added solutions. Our solutions are designed and managed to not only reduce costs, but to improve business processes, accelerate response time, improve services to end-users, and give our customers a competitive edge, now and into the future.

Position Description

Arlo Solutions is seeking a highly organized and detail-oriented Executive Assistant to provide direct administrative and executive support to senior leadership at the Defense Nuclear Facilities Safety Board (DNFSB). This position requires a proactive professional capable of managing complex schedules, coordinating high-level meetings and engagements, preparing executive correspondence and briefing materials, and maintaining the highest standards of discretion and professionalism in a fast-paced federal environment. The Executive Assistant will serve as a critical point of contact for the DNFSB Board, ensuring seamless day-to-day operations and supporting the agency's mission of ensuring adequate protection of public health and safety at Department of Energy defense nuclear facilities.

Clearance

Must be able to pass a federal background investigation (NAC and NACI or equivalent) and obtain a DNFSB-issued identity credential under HSPD-12 requirements.

Location

Washington, D.C.

Responsibilities and/or Success Factors

• Manage complex scheduling and coordination of Microsoft Outlook calendars for senior leadership, ensuring accurate scheduling, alignment of internal and external engagements, and avoidance of conflicts.
• Serve as the primary point of contact for logistics for meetings, travel arrangements, room reservations, and briefing material distribution; coordinate all logistics in a timely and organized manner.
• Track, organize, and update all leadership taskers, action items, commitments, and deliverables using approved agency tools to maintain full visibility of priorities.
• Maintain situational awareness of current and emerging requirements, proactively identifying bottlenecks and elevating items requiring leadership attention.
• Support the development, formatting, editing, and version control of correspondence, policy documents, briefing materials, governance packages, and official submissions.
• Prepare and update weekly reports, calendars, briefing books, meeting summaries, and event materials to ensure leadership remains aligned and informed.
• Utilize Microsoft Office applications to draft and prepare correspondence, policy papers, operational documentation, reports, records, and other materials in support of the Office of the Executive Director.
• Provide high-quality executive assistance, including email triage, drafting administrative correspondence, arranging calls, coordinating follow-ups, and preparing supporting materials.
• Uphold professional discretion, confidentiality, and sound judgment in all communications and administrative actions.
• Represent the leadership office with professionalism, tact, and courtesy in all engagements with staff, industry partners, and government counterparts.
• Coordinate with internal offices to gather information, verify deadlines, and support timely responses to internal and external stakeholders.
• Support the execution of meetings, events, and engagements ranging from small leadership sessions to larger interagency or partner events.
• Maintain secure and orderly recordkeeping systems, files, SharePoint content, and official documents in accordance with agency policy and applicable records management standards.
• Provide administrative input on internal office processes (non-decision-making) and assist with monitoring commitments to ensure timely resolution by responsible personnel.
• Coordinate with the Facilities Manager to acquire, maintain, and replace office equipment.
• Support the tracking and coordination of leadership action items, due-outs, work plans, and other executive initiatives by maintaining accurate records, monitoring deadlines, and providing timely follow-up to responsible offices.
• Serve as a backup for the Support Specialist and Board Executive Secretariat (ExSec) personnel, as directed by the Program Manager.
• Recommend improvements to administrative processes and support implementation for enhancing the Office's administrative processes and implementing improvements where applicable.
• Deliver a Weekly Status Report to the Contracting Officer's Representative (COR) by COB on the last calendar workday of each week, including activities accomplished, status of pending activities, and risks/issue management.
• Perform other administrative duties, as assigned and within the scope of