Executive Administrative Assistant

Tygart Technology•Washington, DC

33d

About The Position

Tygart is seeking an Executive Administrative Assistant to support a DOJ office in Washington, DC. The Executive Administrative Assistant serves as a central point of coordination for meetings, travel arrangements, official communications, and office operations while maintaining professionalism when interacting with internal personnel, external agencies, and visitors. An active Top Secret/SCI security clearance is required.

Requirements

An active TS/SCI security clearance
An minimun of 1 year of experience in administrative services, or 4 years of experience in office management or a related field.
Demonstrated experience in information management, including producing correspondence and maintaining records and files.
Knowledge of administrative and clerical procedures for managing meetings, report deadlines, response requirements, and office procedures.
Strong experience with scheduling, reporting, and coordinating executive calendars.
Proficiency in Microsoft Office Suite and office automation tools.
Ability to operate and maintain office equipment and technology.
Strong written communication skills for preparing official correspondence and documents.
Ability to review and properly distribute incoming correspondence and prepare responses as necessary.
Strong customer service orientation and interpersonal communication skills.
Ability to manage office supplies and ensure office equipment is operational in a high-level professional environment.

Responsibilities

Provide direct administrative support to the Executive Management team
Ensure requests for information or action from leadership are directed to the appropriate personnel and follow up to ensure timely completion.
Recommend whether important or urgent matters should be elevated to leadership attention.
Relay instructions and messages from supervisors to staff and ensure staff are aware of leadership schedules.
Maintain and manage daily appointment schedules for executives.
Schedule and coordinate appointments, meetings, conferences, and engagements with internal and external stakeholders.
Confirm meetings and appointments with senior officials from within the agency, other government agencies, the public, and private industry.
Adjust schedules in response to frequent changes and notify leadership of updates.
Gather background information and supporting materials for meetings when required.
Screen incoming telephone calls to determine the nature and sensitivity of calls and route them appropriately.
Manage appointment schedules and ensure visitors and meeting participants are properly coordinated.
Review incoming and outgoing correspondence for content, routing, formatting, and grammatical accuracy.
Ensure coordination of facts and compliance with established policies before documents are finalized.
Identify correspondence requiring follow-up or acknowledgement and take appropriate action.
Prepare and produce official correspondence and reports using office automation and word processing tools.
Maintain personnel records including assignments, status changes, residence information, and contact details.
Establish and maintain files, records, and administrative documentation.
Manage incoming electronic communications, verify proper clearances, and route messages to designated units.
Enter relevant data into electronic files and document management systems.
Assist with arranging presentations, lectures, or briefings for leadership within the Operational Support Section.
Attend meetings when required to take notes and assist with meeting objectives.
Coordinate meeting logistics and provide administrative support as needed.
Arrange official travel and maintain computerized travel itineraries for leadership.
Review travel plans and itineraries prepared by others to maintain awareness of leadership movements.
Ensure lodging accommodations are arranged and review travel vouchers upon completion of travel.
Perform office automation and word processing duties using computers and related equipment.
Manage office supplies, equipment, printing, and maintenance services.
Ensure office equipment such as printers and fax machines remain operational.
Provide general administrative and clerical support to ensure efficient front office operations.