Executive Assistant

Overview

Come join a company that strives for Extraordinary People and Exceptional Performance! [Chenega Enterprise Systems & Solutions], LLC., a Chenega Professional Services’ company, is looking for a Executive Assistant I to support the Department of Transportation Office of the Under Secretary for Policy.In this role, the Executive Assistant I will serve as the executive assistant to Senior Leadership within the Office of the Under Secretary, with administrative and technical support services.

Our company offers employees the opportunity to join a team where there is a robust employee benefits program, management engagement, quality leadership, an atmosphere of teamwork, recognition for performance, and promotion opportunities. We actively strive to channel our highly engaged employees’ knowledge, critical thinking, and determination to innovate scalable solutions for our clients. 

Work Location:

• In-office, Department of Transportation Headquarters

1200 New Jersey Avenue, Washington DC

Responsibilities

• Interface professionally with internal and external agency personnel and visitors to arrange and manage meetings.
• Coordinate high-quality documents and presentations, provide clear and concise direction and advice in response to administrative requests.
• Direct action to appropriate team members and/or office when calls or visits do not require the attention of the Principal.
• Manage and coordinate conflict-free calendar management, schedule executive meetings (internally/externally), handle all meeting logistics such as agendas, audio-teleconferencing setups, securing conference locations, prepare meeting documentations, and track meetings actions for the Executive.
• Manage Outlook contract list, screen all incoming calls to the Executive and route to appropriate individual and/or office, handle confidential and sensitive document.
• Monitor, track and assist Executive Director with all speaking engagement logistics and assist with providing responses to correspondences (internal/external), track and manage all correspondences (incoming and outgoing).
• Work hand-in-hand with other executive assistants to ensure continuity of day-to-day operations.
• Collaborate with assistants and departments obtaining materials for meetings, speeches and conferences, manage and create staff materials such as meeting agendas, attendee lists, and background information.
• Proofread all documents for errors, formatting, and department policy, edit PowerPoint presentations, as required, manage printing and assembling meeting materials (weekly), review all documents (agency compliance) prior to Executive Director signature; and point of contact for all external visitors building access.
• Greet and escort visitors, coordinate all travel logistics for local, domestic and international travel.
• Process and submit expense reports promptly, assist with all interview logistics (scheduling candidates, building clearance, securing conference room), and assist with onboarding logistics for new employees.
• Other administrative duties include maintaining team calendars, order all office supplies, and technology equipment, arrange catering for conferences/meetings, arrange audio videoconference, and webex.
• Has a thorough knowledge of the internal processes relative to the senior leader's responsibility, proper correspondence protocol in relation to the leader's status, corporate policies and procedures, and the functions of groups within the office.
• 100% reporting onsite, Monday through Friday.
• Other duties as assigned

Qualifications

Minimum Qualifications: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.)

• Background Check – successful completion of background and drug screening.
• More than 5 years of experience supporting an Executive Level position.

• A bachelor’s degree in business administration, Communications or a related discipline is a plus.  Relevant professional experience can be considered commensurate with a formal degree

• In-depth knowledge and experience with Google Platform and Microsoft Office Suite.
• Calendar management
• Travel Management

Preferred Qualifications:

• PRISM a plus.  
• EDMS not required but preferred