Executive Assistant (NAVY)

Advantech GSE Inc.- WOSB & HUBZONE Professional Services; Washington (District of Columbia); On-site; USD 60,000 - 85,000; Full time

Job summary

Advantech GSE Inc.- WOSB & HUBZONE Professional Services is seeking an Executive Assistant (Analyst Management II) in Washington, D.C. The role involves supporting the Program Manager (PM) and Deputy Program Manager (DPM) with key administrative tasks. Candidates must have a Bachelor's degree, active Government Security Clearance at the SECRET level, and at least 7 years of relevant experience.

The position demands excellent communication, organization, and detail-oriented skills, as well as proficiency in MS Office applications. This role is vital for ensuring efficient operation and coordination within the team.

Qualifications

• An active Government Security Clearance at the SECRET level.
• Minimum 7 years of job-related experience or equivalent.
• 5-7 years proficiency in MS Office, especially Excel, Word, and SharePoint.

Responsibilities

• Coordinate travel for PM/DPM as required.
• Prepare, proofread, and distribute organizational documents.
• Maintain the PM's calendars with attention to detail.
• Compile and provide accurate meeting notes for PM/DPM.

Skills

Communications

MS Office proficiency

Detail-oriented

Organization skills

Time management

Education

Bachelor's degree in a business or technical field

Job description

Executive Assistant (Analyst Management II)

The Executive Assistant (EA) contractor will support and assist the Program Manager (PM) and Deputy Program Manager (DPM) with day‑to‑day key administrative and programmatic functional areas of PMS 401. The EA must be an expert in the functions that support the PM/DPM, must drive the schedule to be executed on time and efficiently, and must rapidly re‑schedule and follow up on schedule perturbations.

The EA Will

• Coordinate travel for PM/PM as required
• Prepare, proofread, suggest edits, and distribute all electronic and/or printed organizational documents to include periodic program earned reports, electronic communications, and other documents and materials as required
• Coordinate and maintain meetings for the PM/DPM, including preparation and assembly of presentation materials and handouts for PM/DPM advanced review
• Organize action items and inquiries as necessary and requested by the PM
• Maintain the PM's calendars to reflect travel, meetings, appointments, and out‑of‑office notices with precise attention to detail
• Coordinate officially received business and action items and supervise who will handle the DPM
• Work collaboratively, and often independently, on ongoing, special, and non‑recurring projects as assigned by the DPM
• Plan and coordinate office events, both on site and remote, and meetings to include, but not limited to, reserving venues and/or conference rooms, coordinating parking and transportation where needed, extending invites to guests provided by PM/DPM, developing agendas and objectives, and conference room audio/video setup
• Properly organize and store sensitive data such as personal identifiable information
• Compile and provide accurate meeting notes for PM/DPM

Minimum Requirements

• An active Government Security Clearance at the SECRET level
• Bachelor's degree in a business or technical field
• Minimum 7 years of job‑related experience or equivalent
• Excellent written communication skills, working knowledge of word‑processing and integrated software applications, organization skills, and ability to perform detail‑oriented work
• 5-7 years proficiency in the use of MS Office specifically Excel spreadsheets, Word, and SharePoint
• Self‑motivated and resourceful
• Good interpersonal team communication and collaboration skills
• Good organizational, time management, and task prioritization skills

Preferred Qualifications

• Active or reserve military experience in an administrative support field
• Familiarity with Navy enlisted and commissioned rate and rank structure