Executive Assistant Jr.

Chenega Professional Services Strategic Business Unit; Washington (District of Columbia); On-site; USD 55,000 - 75,000; Full time

Job summary

Chenega Enterprise Systems & Solutions, LLC., a Chenega Professional Services' company, is seeking an Executive Assistant Jr to support the Department of Transportation Public Affairs Office in Washington, DC. The role provides administrative and technical support to senior leadership, arranging and managing meetings for the Director.

This position requires calendar management, travel logistics, and handling sensitive information with discretion.

Qualifications

• 3 years of experience as an executive assistant.
• Proficient with Google Workspace and Microsoft Office.
• Calendar management expertise.
• Experience coordinating travel.
• Ability to pass background and drug screening.
• Strong discretion and confidentiality.

Responsibilities

• Coordinate conflict-free calendar management for the Director.
• Schedule internal and external executive meetings.
• Plan meeting logistics: agendas, A/V setups, track meetings.
• Manage Outlook contacts, screen calls, route to appropriate staff.
• Handle confidential and sensitive documents.
• Collaborate with other EAs to ensure day-to-day continuity.
• Prepare staff materials: agendas and background info.
• Coordinate travel for Director/Deputy Director; process expenses.
• Maintain team calendars; order office supplies and equipment.
• Serve as property custodian.
• Know internal processes, proper correspondence and policies.
• Work independently on complex tasks with discretion.
• Other duties as assigned.

Skills

Executive experience

Google Platform

Microsoft Office

Calendar management

Travel management

Background check

Job description

Summary

Come join a company that strives for Extraordinary People and Exceptional Performance! Chenega Enterprise Systems & Solutions, LLC., a Chenega Professional Services' company, is looking for an Executive Assistant Jr. to support the Department of Transportation Public Affairs Office.

In this role, the Executive Assistant Jr. will serve as the executive assistant to Senior Leadership within the Office of the Secretary, Office of Public Affairs, with administrative and technical support services. Interface professionally with internal and external agency personnel and visitors to arrange and manage meetings for the Director. Direct action to appropriate team members and/or office when calls or visits do not require the attention of the principal.

Our company offers employees the opportunity to join a team where there is a robust employee benefits program, management engagement, quality leadership, an atmosphere of teamwork, recognition for performance, and promotion opportunities. We actively strive to channel our highly engaged employees' knowledge, critical thinking, and determination to innovate scalable solutions for our clients.

Work Location: In-office, Department of Transportation Headquarters

1200 New Jersey Avenue, Washington DC

Responsibilities

• Manage and coordinate conflict-free calendar management.
• Schedule executive meetings (internally/externally).
• Handle all meeting logistics, such as, agendas, audio-teleconferencing setups, and track meetings for the Director.
• Manage Outlook contact list, screen all incoming calls to the Director, and route to appropriate individual.
• Handle confidential and sensitive documents.
• Work hand-in-hand with other executive assistants to ensure continuity of day-to-day operations.
• Collaborate with assistants and departments obtaining materials for meetings, manage and create staff materials, such as meeting agendas and background information.
• Greet and escort visitors as needed coordinate travel logistics for the Director and Deputy Director for local, domestic and international travel, process and submit expense reports promptly
• Maintain team calendars, order all office supplies and technology equipment.
• Serve as property custodian.
• Have a thorough knowledge of the internal processes relative to the senior leader's responsibility, proper correspondence protocol in relation to the leader's status, corporate policies and procedures, and the functions of groups within the office.
• Work independently with minimal direction on complex assignments, interact effectively with clients, exercise strict confidentiality and discretion and assist the senior leadership in management of his or her time.

• Other duties as assigned

Qualifications

Minimum Qualifications: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.)

• 3 Years of Experience
• In-depth knowledge and experience with Google Platform and Microsoft Office Suite.
• Calendar management
• Travel Management
• Successfully pass background and drug screening

Preferred Qualifications:

• PRISM a plus.
• EDMS not required but preferred