Executive Assistant, Level 3
Posted on Jan 28, 2019 by Preferred Systems Solutions
PSS, Inc. is actively seeking a Level 3 Executive Assistant,
TS/SCI with Polygraph (Applicants selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information. Accordingly, US Citizenship is required.)
Must have 7+ years of related professional experience (to include 5+ years of direct Executive Assistant or senior Administrative Assistant experience)
Must have earned a BA degree (the equivalent amount of industry experience may be accepted in lieu of a degree).
Ability to obtain extensive knowledge of industry regulations, policies, and unique authorities.
Ability to obtain working knowledge of component operations sufficient to anticipate administrative support plans in coordination with component management and assigned executive suite.
Extensive knowledge of protocol, precedence, organizational rules, regulations, and policies.
Extensive knowledge of Microsoft Suite applications and other current computer applications, internal transactional applications, and the Internet.
Composing and delivering responses to customers' routine to highly complex questions in a clear and concise manner.
Excellent customer service skills, demonstrated by anticipating and responding to the assigned SE's and other Senior Executive managers, managers, and staff.
Developing working relationships and networks with division/component managers, staff, external resources, and colleagues.
Extensive knowledge of correct English usage, spelling, punctuation, and proofreading skills.
Extensive knowledge of filing and records management systems and practices.
Considerable knowledge of quality assurance procedures to ensure data integrity and timeliness of the data.
Ability to be discreet and maintain confidentiality within the office.
Ability to develop creative approaches and alternatives to the resolution of issues and problems.
Ability to work independently at a brisk pace, make urgent judgment decisions, and to take the correct action.
Ability to adapt to a rapidly changing work requirements and priorities, maintaining flexibility and versatility.
Ability to represent the Senior Executive(s) to both internal and external customers.
Ability to review several diverse reference sources and select and synthesize data for reports and other forms of correspondence
Roles and Responsibilities:
The candidate will provide general administrative services, and directly support one or more functions or business areas, including: facilities management, finance, human resources, imaging and publishing, information management, logistics, procurement, medical, and security. He/she will provide guidance and assistance to the completion of tasks for general office and/or program support. The candidate will have some autonomy and latitude in planning, organizing, and decision making to fulfill work requirements. The Level 3 Executive Assistant may perform in a team lead capacity, monitor the work flow of other EAs, and provide mentoring and guidance accordingly. The candidate also:
Serves as the primary liaison between the designated SE and senior executive managers, other managers, and staff
Manages the workflow of multiple critical issues within a continuously adapting schedule for the assigned SE, cognitive of the criticality, sensitivity, and confidentiality of the issues both internally and externally
Maintains an awareness of internal structural levels and hierarchy within the organization by being cognizant of internal and external senior executive interrelationships, styles, and methods of operations
Performs a comprehensive range of direct executive office support for a designated Senior Executive
Maintains a schedule of appointments that involves determining the importance of the issues for each meeting and following protocol procedures for contacting principals
Anticipates and researches topics that are of interest to the SE and prepares background books and/or talking points papers, as needed
Monitors and coordinates systemic impacts of e-mail for action items and gleans items from staff meetings and weekly reports that require action; creates a system to generate reminders of completion deadlines
Assists and relieves the assigned SE of a variety of complex executive office support functions involving contact and exposure to highly critical, sensitive, and confidential information
Drafts and prepares non-routine letters, memos, documents, and various reports requiring comprehensive knowledge of methods, policies, regulations, procedures, and organization for the SE's signature
Answers phones; places, screens, and refers calls to appropriate resources; takes messages and follows-up accordingly to ensure adequate resolution of issues and concerns
Prepares for visitors by initiating or passing any needed security clearances and escorts visitors as needed
Researches and prepares background information and/or talking points papers, as needed on the meeting attendees and/or topics of interest for the meeting
Disseminates the executive's schedule to appropriate staff and acts as liaison between the Senior Executive and others
Receives, sorts, and screens incoming mail; categorizes and prioritizes response needed
Uses initiative to prepare responses for signature and to assemble background information from a variety of sources
Summarizes lengthy correspondence, highlighting key issues, topics or sentences; follows up to ensure proper and timely action taken as needed
Develops and maintains accurate records and files management systems
Makes appointments, travel arrangements, and itineraries; assembles or ensures that packets of information or briefing materials are prepared
Accurately prepares expense statements
Assists and informs SE of problems that arise during absences
Maintains an efficient office environment; may include assisting in the ordering of supplies, arranging for the repair of office equipment, initiating the installation of new software, or participating in the planning and implementation of office renovation projects.
Day shift, 0800 to 1630, Monday - Friday
Preferred Systems Solutions, Inc. (PSS) is a recognized leader in providing Information Technology, Engineering Services, Program Management, and Consulting Services. For over 20 years, PSS has enabled Government and Commercial clients to achieve their organizational initiatives through the application of high quality, innovative, and cost effective professional services and solutions. PSS provides a positive working environment, with opportunities for advancement in our growing local Federal sector workforce.
Our various customers include: US Army, US Navy, DLA, NAVAIR, DOE, DOS, VA, USDA, TRANSCOM, FBI, DHS, DIA, NGA, GSA, AMBC, DOT and the DOC. Across these customers, we support the following technologies:
If you are a Executive Assistant and are seeking an established, mid-sized company to work for, consider a career at Preferred Systems Solutions! We offer numerous opportunities to expand your experience, in various areas, depending on your individual aptitude and interests. Our employees are not only passionate and driven, but also strive to ensure customer quality is delivered consistently and effectively. In addition to a working environment with opportunities for advancement, we also offer the potential for the following benefits (please inquire further for a full list of benefits):
Insurance (medical, dental, vision)
Paid leave (holiday, sick, vacation, etc.)
401k plan (employer matching contribution)
Computer purchase programs
Potential for clearance upgrade, when possible
Flexible work hours
By joining PSS, you will have the unique opportunity to support various customers across multiple programs. Our excellent recruiting team will not only ensure that we find the best match for your skill set, background, and experience, but will also ensure that we provide you continuous employment through our Workforce Management Program.
PSS is committed to the diversity we bring to the marketplace by being an EEOC/AA employer who is committed to hiring a diverse team of professionals to provide world class services and products aimed at exceeding our customer's expectations. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender identity, national origin, protected veteran status or disability. PSS is a VEVRAA Federal Contractor.