Executive Assistant (US Citizen, On-Site)

Powerhouse Institute Inc.; Silver Spring (MD); On-site; USD 69,000 - 80,000; Full time

Job summary

Powerhouse Institute Inc. in Silver Spring, MD is seeking a full-time on-site Administrative Support Specialist to assist program management and ensure smooth operations. The role requires U.S. citizenship and ability to obtain/hold a public trust, with typical hours Monday–Friday, 7:30 am–4:30 pm.

The successful candidate will manage administrative duties, coordinate travel, maintain records, and support leadership with accurate reports, all in a DoD-oriented environment.

Qualifications

• 5+ years of experience in administrative support, executive-level assistance, or office management.
• Solid experience with MS Office Suite (Teams, Outlook, Word, PowerPoint, Excel).
• Solid analytical skills, attention to detail, and strong problem-solving abilities to make appropriate determinations based on regulations and policies.
• Demonstrate a functional understanding of the military milieu with a basic knowledge of DoD related terminology, structure, and operations.
• Able to manage multiple and shifting areas of importance, able to self-prioritize in a deadline-driven environment.

Responsibilities

• Administrative support which includes general administrative duties (e.g., organizing files, managing databases, routing paperwork, and processing office supply orders), arrange domestic and international travel, and business management duties to support the program.
• Maintain and update organizational charts, directories, event seating assignments, and email distribution lists.
• Maintain compliance with records management policies, manage accounts, and provide client support.
• Develop/submit monthly status reports, conduct market research, and complete taskers and required documentation.
• Plan and coordinate events (e.g. seminars, workshops, conferences, visitor access, etc.).
• Coordinate meeting schedules, facilities, materials, and leadership calendars; provide logistical and administrative meeting support.
• Prepare and ensure quality of correspondence in compliance with program regulations.
• Interface effectively across the industry community, sponsor representatives, stakeholders, and other organizations.
• Conduct meetings with government leaders, industry experts, administrative staff, and key stakeholders.
• Keep current in sponsor, and government policies, rules, regulations, and practices with respect to project administration and execution.

Skills

Attention to detail

Communication

Problem solving

Prioritization

Interpersonal skills

DoD terminology familiarity

Education

AA/AS degree

Tools

MS Office

Outlook

Word

PowerPoint

Excel

Job description

Description

NOTE: This opportunity is full-time employment position (W2 only) (No 1099 or C2C engagements, third parties or staffing agencies, please). The candidate MUST be a U.S. Citizen and able to complete/pass/hold a public trust investigation. This is a full-time on-site (Monday - Friday, 730 am - 430 pm) opportunity in Silver Spring MD; candidate must be based in the DMV area.

Daily Responsibilities

• Administrative support which includes general administrative duties (e.g., organizing files, managing databases, routing paperwork, and processing office supply orders), arrange domestic and international travel, and business management duties to support the program.
• Maintain and update organizational charts, directories, event seating assignments, and email
• distribution lists.
• Maintain compliance with records management policies, manage accounts, and provide client support (e.g. telephone coverage, mail distribution, etc.).
• Develop /submit monthly status reports, conduct market research, and complete taskers and required documentation.
• Plan and coordinate events (e.g. seminars, workshops, conferences, visitor access, etc.).
• Coordinate meeting schedules, facilities, materials, and leadership calendars; provide logistical and administrative meeting support.
• Prepare and ensure quality of correspondence in compliance with program regulations.
• Interface effectively across the industry community, sponsor representatives, stakeholders, and other organizations.
• Conduct meetings with uniformed and civilian government leaders, industry experts, administrative and support staff, and key stakeholders.
• Keep current in sponsor, and government policies, rules, regulations, and practices with respect to project administration and execution.

Requirements

• Must of a U.S. Citizen (no dual status), as mandated by our government client.
• Must be able to complete/pass/hold a public trust investigation.
• This is an on-site position; candidate must be local to the Silver Spring MD area to be on-site, Monday through Friday, 730 am - 430 pm (except federal holidays).
• Must be able to complete all site-specific training, as required.
• 5+ years of experience in administrative support, executive-level assistance, or office management.
• Solid experience with MS Office Suite (Teams, Outlook, Word, PowerPoint, Excel).
• Solid analytical skills, attention to detail, and strong problem-solving abilities to make appropriate determinations based on regulations and policies.
• Demonstrate a functional understanding of the military milieu with a basic knowledge of DoD related terminology, structure, and operations.
• Able to manage multiple and shifting areas of importance, able to self-prioritize in a deadline-driven environment.
• Demonstrate strong interpersonal, communication and collaboration skills to communicate with leadership, staff, technical and key stakeholders.
• AA/AS degree.

Compensation/rate decisions depend on a wide range of factors, including but not limited to skill sets, experience and training, security clearances, licensure and certifications, and other business and organizational needs. $69k-$80k.