Executive Secretary, Administrative Assistant (Office of the Director)

Viderity Inc.; Alexandria (VA); On-site; USD 65,000 - 85,000; Full time

Job summary

Viderity Inc. is seeking an Executive Secretary to provide high-level administrative support to NSF Office of the Director in Alexandria, VA. You will manage executive calendars, draft official issuances, and maintain SOPs and document libraries while handling confidential information with discretion.

You will coordinate travel, draft memos and policies, maintain a detailed style guide, and liaise with OLPA and external stakeholders to ensure timely, accurate communications.

Qualifications

• Proficiency in Microsoft Office Suite including Outlook, Word, Excel, and PowerPoint.
• Degree in communications, public relations, marketing, data analytics, or related field (preferred).
• Minimum 5 years of professional writing and editing experience, including drafting office documents (memos, correspondence, policies).
• Minimum 5 years of administrative coordination, project management, or related experience with tight deadlines.
• Minimum 5 years entering information into databases/tracking systems and creating/formatting reports and presentations.
• Familiarity with federal communication requirements, including the Plain Writing Act of 2010 and Section 508 compliance.
• Written documents showing mastery of basic grammar, spelling, and punctuation.
• Professional, diplomatic, and tactful communication.

Responsibilities

• Manage day-to-day administrative affairs of the client.
• Maintain the client's calendar and deconflict appointments as needed.
• Draft and edit correspondence and official issuances for distribution.
• Draft, review, and edit agency-wide policies, memos, and documents.
• Maintain a style guide aligned with the NSF brand.
• Develop and document standard operating procedures.
• Maintain and organize document libraries.
• Enter information into databases/tracking systems and generate reports.
• Format reports, presentations, and spreadsheets with professional visuals.
• Prepare meeting agendas, materials, requests, and minutes.
• Answer and screen calls, routing to appropriate officers.
• Draft email responses and general correspondence for the client.
• Assist with travel, training, and reimbursements requests.
• Coordinate interviews and meetings with OLPA staff and external stakeholders.
• Handle confidential and sensitive information with discretion.

Skills

MS Office proficiency

Executive communications

Editing & drafting

Administrative coordination

Project management

Data entry & reporting

Plain Writing Act familiarity

Education

Bachelor's or equivalent field (preferred)

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Job description

About Viderity

Viderity is a HUBZone-certified and Woman-Owned Small Business (WOSB) delivering award-winning IT, digital, and creative solutions across federal and commercial markets. Our services span application development, creative services, cybersecurity, data analytics, strategic communications, event management, training, and program management. With over 15 years of proven success and exceptional past performance, we empower clients with innovative, measurable results.

Position Overview

The Executive Secretary is responsible for providing high-level administrative support to senior leadership in the NSF Office of the Director (OD) in partnership with the Office of Legislative and Public Affairs (OLPA). This role manages executive calendars, correspondence, meetings, and travel, and drafts and edits official issuances, policies, and memos for internal and external distribution. The Executive Secretary serves as a key liaison for leadership, conducting research, preparing reports, maintaining standard operating procedures and document libraries, and handling confidential information with discretion.

Key Responsibilities

• Manage the day-to-day administrative affairs of the client.
• Maintain the client's calendar, including scheduling daily appointments and deconflicting appointments whenever necessary.
• Draft and edit correspondence and official issuances for internal and external distribution.
• Draft, review, and edit agency-wide policies, memos, and other documents.
• Maintain a style guide that aligns with the NSF brand.
• Develop and document standard operating procedures.
• Maintain and organize document libraries.
• Accurately enter information into databases/tracking systems.
• Exercise basic to intermediate formatting skills for a variety of reports, presentations, and spreadsheets.
• Prepare meeting agendas, presentation materials, meeting requests, and meeting minutes.
• Answer and screen incoming calls and direct calls to the appropriate action officer.
• Draft email responses and general correspondence on behalf of the client.
• Assist with processing requests for travel, training, and reimbursements.
• Fully coordinate interviews, meetings, panels, etc., maintaining effective communication with the appropriate OLPA staff and with external stakeholders.
• Handle confidential and sensitive information with discretion.

Qualifications

General Requirements

• Proficiency in Microsoft Office Suite products including Outlook, Word, Excel, and PowerPoint.
• Degree in communications, public relations, marketing, data analytics, or a related field (preferred).
• Minimum 5 years of professional writing and editing experience, including at least 3 years' experience drafting a variety of office documents including but not limited to official memos, internal and external correspondence and policies.
• Minimum 5 years of experience in administrative coordination, project management, or a combination thereof and able to work at a fast pace with tight deadlines.
• Minimum of 5 years of experience entering information into databases/tracking systems and creating and formatting reports and presentations.
• Familiarity with federal communication requirements, including the "Plain Writing Act of 2010" and Section 508 compliance.
• Develop written documents and correspondence that demonstrate a mastery of basic grammar, spelling, and punctuation skills.
• Consistently communicate with a high degree of professionalism, diplomacy and tact.

What We Offer

Competitive annual salary (commensurate with experience).

On-site role at NSF in Alexandria, VA.