Executive Assistant/Office Manager

A-Prentice-Ray-; Fayetteville (NC); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

401(k)

Employee discounts

Health insurance

Paid time off

Dental insurance

Job summary

A-Prentice-Ray- in Fayetteville, NC seeks an Executive Assistant to provide comprehensive administrative and operational support to senior leadership and program personnel in a fast-paced federal environment.

The ideal candidate will be highly organized, detail-oriented, professional, and capable of managing multiple priorities including calendars, travel, correspondence, and records while safeguarding sensitive information.

Qualifications

• Experience in executive assistance or office management.
• Experience supporting senior leaders in federal or government contracting.
• Experience with the Defense Travel System and travel regulations is strongly preferred.
• Excellent written communication, proofreading, editing, and document-formatting skills.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

Responsibilities

• Manage leadership calendars, appointments, meetings, conferences, and competing priorities.
• Provide reminders regarding upcoming appointments, commitments, deadlines, and required actions.
• Prepare briefing materials, reports, presentations, memoranda, letters, and other executive-level documents.
• Track commitments and follow up with staff to support timely completion.
• Research, gather, and summarize information from organizational files and records.
• Receive and screen visitors and telephone calls, determine the nature of inquiries, and direct individuals to the appropriate point of contact.
• Maintain professional reception coverage during established business hours.
• Receive, review, categorize, route, and track incoming and outgoing correspondence.
• Draft, proofread, edit, format, and finalize official correspondence and reports.
• Review documents for grammatical accuracy, factual correctness, completeness, and compliance with established federal and organizational standards.
• Route correspondence through the appropriate review and signature process.
• Maintain correspondence databases, official files, reproducible master copies, attachments, and supporting documentation.
• Archive, retain, purge, and dispose of records in accordance with applicable requirements.
• Apply approved federal and Joint Staff formatting requirements to correspondence, awards, reports, and executive-level documents.
• Track internal and external taskers, action items, evaluation deadlines, and program milestones.
• Coordinate official travel activities and assist personnel with preparing travel authorizations and vouchers using the Defense Travel System.
• Monitor the timely submission of travel authorizations and post-travel vouchers.
• Maintain accurate records of pending, submitted, and completed travel actions.
• Update internal travel trackers and provide status reports.
• Review travel documents for accuracy and compliance with applicable travel regulations.
• Assist travelers with resolving documentation, reimbursement, and other travel-related issues.
• Analyze travel data and assist with quarterly travel-cost projections and funding estimates.
• Maintain personnel check-in and check-out documentation.
• Update personnel accountability records and related tracking systems.
• Schedule conference rooms and distribute meeting invitations and notifications.
• Prepare administrative forms and provide general office support to employees, customers, and authorized visitors.
• Maintain visitor logs and other facility-related administrative records.
• Serve as a liaison among internal and external stakeholders to resolve issues and improve information sharing.
• Collect, consolidate, and prioritize requests for office supplies, equipment servicing, facility support, and other organizational needs.
• Assist with preparing procurement justifications and Government Purchase Card documentation.
• Verify requested items and supporting information before procurement packages are submitted.
• Coordinate the receipt and acceptance of supplies and services with authorized personnel.
• Maintain supply inventories and analyze usage to support future purchasing decisions.

Skills

Calendar management

Records management

Customer service

Organizational skills

Detail oriented

Independent work

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

Defense Travel System

Job description

Benefits:

• 401(k)
• Employee discounts
• Health insurance
• Paid time off
• Dental insurance

The Executive Assistant will provide comprehensive administrative and operational support to senior leadership and program personnel. The ideal candidate will be highly organized, detail-oriented, professional, and comfortable managing multiple priorities in a fast-paced federal environment.

Key Responsibilities

Executive and Administrative Support

• Manage leadership calendars, appointments, meetings, conferences, and competing priorities.
• Provide reminders regarding upcoming appointments, commitments, deadlines, and required actions.
• Prepare briefing materials, reports, presentations, memoranda, letters, and other executive-level documents.
• Track commitments and follow up with staff to support timely completion.
• Research, gather, and summarize information from organizational files and records.
• Receive and screen visitors and telephone calls, determine the nature of inquiries, and direct individuals to the appropriate point of contact.
• Maintain professional reception coverage during established business hours.

Correspondence and Records Management

• Receive, review, categorize, route, and track incoming and outgoing correspondence.
• Draft, proofread, edit, format, and finalize official correspondence and reports.
• Review documents for grammatical accuracy, factual correctness, completeness, and compliance with established federal and organizational standards.
• Route correspondence through the appropriate review and signature process.
• Maintain correspondence databases, official files, reproducible master copies, attachments, and supporting documentation.
• Archive, retain, purge, and dispose of records in accordance with applicable requirements.
• Apply approved federal and Joint Staff formatting requirements to correspondence, awards, reports, and executive-level documents.
• Track internal and external taskers, action items, evaluation deadlines, and program milestones.

Travel Coordination

• Coordinate official travel activities and assist personnel with preparing travel authorizations and vouchers using the Defense Travel System.
• Monitor the timely submission of travel authorizations and post-travel vouchers.
• Maintain accurate records of pending, submitted, and completed travel actions.
• Update internal travel trackers and provide status reports.
• Review travel documents for accuracy and compliance with applicable travel regulations.
• Assist travelers with resolving documentation, reimbursement, and other travel-related issues.
• Analyze travel data and assist with quarterly travel-cost projections and funding estimates.

Personnel and Office Management

• Maintain personnel check-in and check-out documentation.
• Update personnel accountability records and related tracking systems.
• Schedule conference rooms and distribute meeting invitations and notifications.
• Prepare administrative forms and provide general office support to employees, customers, and authorized visitors.
• Maintain visitor logs and other facility-related administrative records.
• Serve as a liaison among internal and external stakeholders to resolve issues and improve information sharing.

Procurement and Supply Support

• Collect, consolidate, and prioritize requests for office supplies, equipment servicing, facility support, and other organizational needs.
• Assist with preparing procurement justifications and Government Purchase Card documentation.
• Verify requested items and supporting information before procurement packages are submitted.
• Coordinate the receipt and acceptance of supplies and services with authorized personnel.
• Maintain supply inventories and analyze usage to support future purchasing decisions.

Preferred Qualifications

• Previous executive assistant, administrative support, program support, or office management experience.
• Experience supporting senior leaders in a federal, military, or government-contracting environment.
• Experience with the Defense Travel System and official travel regulations is strongly preferred.
• Excellent written communication, proofreading, editing, and document-formatting skills.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Strong calendar management, records management, customer service, and organizational skills.
• Ability to exercise sound judgment, protect sensitive information, and work independently.
• Ability to meet all applicable requirements for access to the federal worksite.