Executive Assistant (5413)

Three Saints Bay, LLC; Washington (District of Columbia); On-site; USD 70,000 - 100,000; Full time

Job summary

Three Saints Bay, LLC seeks an Executive Assistant to support Washington, DC senior leaders with high-level administrative tasks, travel planning, and confidential communications.

The role requires a Bachelor’s degree or equivalent, outstanding written communication, meticulous organization, and the ability to obtain a US government security clearance.

Qualifications

• Bachelor’s degree or HS diploma with at least 10 years of job-related experience or equivalent.
• Excellent written communication skills; support senior level leadership by performing administrative services such as scheduling meetings, maintaining files, preparing travel orders and vouchers, reserving conference rooms, receiving calls, assisting with presentations, photocopying and other office work.
• Ability to pass and maintain a Security Clearance.

Responsibilities

• Receive visitors and serve as first-line point of contact for governmental and non-governmental individuals reaching out to agency senior leaders.
• Receive telephone calls, record messages, forward calls, and respond to inquiries; assist staff with follow-up phone calls on outstanding actions.
• Monitor a broad range of communication to make scheduling determinations and recommendations to assigned Federal staff.
• Prepare and develop correspondence, reports, memorandums, presentations, and other forms of communication for distribution across various organizations on site and off site.
• Maintain assigned files and record systems in accordance with CWMD approved guidelines.
• Review correspondence for signatures and conformance with procedural instructions, grammar, and attachments.
• Schedule, coordinate, and provide support for meetings, events, interviews, appointments, and other activities.
• Use Word, Excel, PowerPoint, SharePoint, and project management applications to perform agency-specific administrative tasks.
• Perform all actions required to schedule, coordinate, and setup/connect for Video teleconferences.
• Draft, edit, and facilitate timely responses to routine inquiries and priority correspondence; track incoming/outgoing correspondence and ensure deadlines.
• Prepare travel requests, authorizations, vouchers, passports/visa requests, lodging arrangements, and maintain travel files using Concur or DHS system.

Skills

Administrative support

Scheduling

Communication

Travel coordination

Document preparation

Education

Bachelor’s degree

HS diploma with 10+ years experience

Tools

Word

Excel

PowerPoint

SharePoint

Concur

Job description

Executive Assistant (5413)

Location Washington, DC

Job Code 5413

# of Openings 1

Ocean Bay, a subsidiary of Three Saints Bay, LLC, and a Federal Government Contractor industry leader, is seeking anExecutive Assistantin Washington, D.C.

Position Responsibilities:

• Receive visitors and serve as first-line point of contact for governmental and non-governmental individuals reaching out to agency senior leaders.




• Receive telephone calls, record messages, forward calls, and respond appropriately to inquiries. Assist staff with follow-up phone calls on outstanding actions.




• Monitor a broad range of communication to make scheduling determinations and recommendations to assigned Federal staff.




• Prepare and develop correspondence, reports, memorandums, presentations, and other forms of communication for distribution across various organizations on site and to offices off site (both Federal and non-Federal) as directed.




• Maintain assigned files and record systems in accordance with the CWMD approved guidelines.




• Review correspondence for signatures from members of assigned staff, the supervisor, or other senior managers for proper format; Review conformance with procedural instructions, grammar, typographical errors, accuracy, and necessary attachments.




• Schedule, coordinate, and provide support for meetings, events, interviews, appointments, and other similar activities.




• Use software programs, including Word, Excel, PowerPoint, SharePoint, and project management applications, to perform agency-specific administrative tasks.




• Perform all actions required to schedule, coordinate, and setup/connect for Video.




• Teleconferences (i.e., local resources, local and distant end participants, etc.) as required.




• Draft, edit, and facilitate timely responses to a variety of routine written inquiries as well as executive or other priority correspondence that requires immediate response. Track incoming and outgoing correspondence, alerting responsible parties of tasking and ensuring coordination within established deadlines, review and edit work products, prepare files for circulation, monitor progress, and maintain files (hard copy and electronic). Ensure correspondence and accompanying documents comply with DHS correspondence standards, policy, and procedures.




• Resolve a range of administrative problems and inquiries; recommend efficiencies and best practices where practicable.




• Work on special projects for CWMD Assistant Secretary, Principal Deputy Assistant Secretary, Chief of Staff, and Directorate Deputy Assistant Secretaries.




• Facilitate the passage of security clearances, foreign visitor requests, and other unique processing requirements as needed for staff, government officials, and media representatives to the office, CWMD activity sites, or other location.




• Prepare or assist with the preparation of scheduled and ad hoc statistical and narrative reports and PowerPoint presentations.




• Perform responsibilities as travel preparer using www.Concur.com (or designated DHS system). Administer and prepare travel requests, authorizations, and vouchers, coordinate passport/visa requests, exception memorandum, research transportation schedules, lodging arrangements, and meeting locations, confirm reservations, create travel package and maintain detailed files for travelers. Collect, maintain, and provide data and resolve issues regarding obligation and liquidation of travel expenses.

Position Requirements:

• Bachelor’s degree or HS diploma with at least 10 years of job-related experience or equivalent.




• Excellent written communication skills; support senior level leadership by performing administrative services as: scheduling meetings, maintain files, preparing travel orders and vouchers, reserving conference rooms, receiving calls, assisting with presentations, photocopying and other office work; strong organizational skills and ability to perform detail-oriented work are required. Experience working with senior level management.




• Position will require the ability to pass and maintain a Security Clearance.

Security Requirements:

• Background check




• Top Secret Clearance




• Applicants selected will be subject to a Government background investigation and must meet eligibility and suitability requirements.




• Must be a US Citizen with the ability to obtain a US Government security clearance.




• Successful Pass of Bennett Aerospace Background Investigation, Drug Screening and Credit Check

Position is located in Washington, D.C.

VEVRAA Federal Contractor

Three Saints Bay, LLC and its subsidiaries offer a diverse, team-oriented working environment and the opportunity to work with exceptional dedicated industry professionals. We offer our employees a comprehensive benefits package and the opportunity to take part in exciting projects with government and commercial clients, both domestic and international.

We are an Equal Opportunity Employer. We invite resumes from all interested parties without regard to race, color, religion, creed, gender, national origin, age, genetic information, marital or veteran status, disability, or any other category protected by federal, state, or local law.