BCT Partners – Executive Administrative Assistant

BCT Partners•Alexandira, VA

15d•Onsite

About The Position

The Executive Administrative Assistant provides high-level executive, administrative, editorial, and operational support to senior leadership in a fast-paced federal environment. This role manages complex calendars, executive meetings, travel, official correspondence, briefing materials, document workflows, and stakeholder communications; conducts research; and supports the preparation, review, routing, and maintenance of policies, issuances, reports, presentations, and other executive-level materials. Serving as a key liaison between leadership, internal teams, clients, and external stakeholders, the position exercises sound judgment, discretion, responsiveness, and diplomacy while supporting timely decision-making and the delivery of accurate, professional, and accessible work products. As assigned, the role may provide guidance and oversight to other administrative staff.

Requirements

Associate’s degree in Business Administration, Public Administration, Office Administration, Communications, or a related field.
5+ years of progressively responsible executive administrative support experience.
Demonstrated experience providing direct administrative support to senior executives or organizational leadership in a fast-paced, high-visibility professional environment.
Experience managing complex executive calendars, competing priorities, meetings, travel, deadlines, and high-volume correspondence.
Experience preparing meeting agendas and minutes, action-item documentation, executive correspondence, reports, presentations, briefing materials, and other official documents.
Experience managing document workflows, electronic repositories, controlled records, version management, review and approval processes, correspondence logs, and administrative tracking systems.
Experience developing or maintaining standard operating procedures, document templates, style guides, administrative workflows, and executive-office processes.
Experience conducting research, synthesizing information from multiple sources, and preparing concise executive-level briefings and decision-support materials.
Experience coordinating leadership, staff, clients, federal personnel, partners, and external stakeholders in high-visibility situations.
Strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, as well as virtual-meeting, document-management, or comparable collaboration platforms.
Strong professional writing, editing, proofreading, formatting, and executive-communication skills.
Strong organizational and time-management skills, with the ability to manage complex schedules, competing priorities, review cycles, and changing deadlines.
Knowledge of document control, version management, records management, document routing, approval tracking, and quality-control practices.
Ability to synthesize complex information into concise executive briefings, reports, presentations, talking points, and other decision-ready materials.
Strong attention to detail and the ability to produce accurate, complete, consistent, and professional work with minimal supervision.
Sound judgment, discretion, diplomacy, and professionalism when handling sensitive, proprietary, official, or high-profile matters.
Ability to anticipate executive needs, identify potential issues, and independently recommend or implement practical solutions.
Ability to establish collaborative working relationships and communicate effectively with executives, staff, clients, and external stakeholders at all organizational levels.
Ability to provide guidance, coordination, and quality oversight to other administrative staff, as assigned.
Ability to work primarily onsite at the designated client location during established business hours, with telework as authorized by the client.
Ability to obtain and maintain the background investigation or Public Trust determination required for the assignment.
Occasional travel may be required.

Nice To Haves

Bachelor’s degree preferred.
An equivalent combination of relevant education, training, certification, and professional experience will be considered in lieu of a degree.
Federal government, federal government-contractor, public-sector, or similarly regulated executive-support experience preferred.
Experience supporting legislative affairs, public affairs, policy, communications, scientific, research, or similarly complex professional environments preferred.
Familiarity with federal plain-language principles, Section 508 accessibility requirements, and federal document standards preferred.

Responsibilities

Provide high-level executive and administrative support to senior leadership, managing complex calendars, competing priorities, meetings, deadlines, travel, and rapidly changing executive requirements.
Coordinate executive meetings from planning through follow-up, including scheduling, attendee coordination, agendas, briefing materials, meeting minutes, decisions, action items, and associated records.
Conduct research, synthesize information from multiple sources, and prepare concise briefing materials, background information, talking points, reports, and other decision-support materials.
Coordinate executive travel, including scheduling, itineraries, authorizations, supporting documentation, and expense-related records.
Coordinate leadership and staff training activities, including schedules, registrations, records, and associated administrative documentation.
Serve as a principal liaison among leadership, staff, clients, federal personnel, partners, and external stakeholders, exercising professionalism, diplomacy, and discretion in high-visibility interactions.
Anticipate leadership needs, proactively identify scheduling, correspondence, workflow, and coordination issues, and recommend practical solutions.
Draft, edit, format, route, track, distribute, and maintain official correspondence, memoranda, reports, presentations, briefing materials, policies, issuances, directives, guidance, and other executive-level communications.
Manage executive correspondence and document workflows from initial draft through review, approval, finalization, distribution, and archival.
Maintain organized, version-controlled document libraries and repositories, ensuring current approved materials are clearly identifiable and superseded versions are appropriately archived.
Coordinate multi-level document reviews and clearances, track outstanding approvals, and follow up with responsible parties to maintain required timelines.
Maintain correspondence logs, review histories, approval records, distribution records, and other documentation necessary to support traceability.
Maintain and apply established style guides, templates, standard operating procedures, naming conventions, formatting requirements, and executive communication standards.
Support the preparation, review, and maintenance of agency policies, procedures, directives, issuances, FAQs, guidance, and related official materials.
Perform quality-control reviews of executive and administrative materials to ensure accuracy, completeness, consistency, readability, traceability, appropriate formatting, and professional presentation.
Verify meeting minutes, correspondence, reports, briefing materials, schedules, action trackers, and other controlled records against available source information and approved materials, as appropriate.
Review applicable written materials for alignment with organizational and client requirements, branding and style standards, federal plain-language principles, and Section 508 accessibility requirements.
Maintain confidentiality, security, and appropriate handling of sensitive, proprietary, official, or executive-level information.
Identify opportunities to strengthen executive-office processes, document workflows, administrative practices, and quality-control procedures; recommend and implement practical improvements.
Provide guidance, coordination, and quality oversight to administrative support staff to promote consistent administrative, documentation, and records-management practices.
Perform other related executive, administrative, and operational duties as assigned.
Perform these and other reasonable tasks as assigned by management in support of BCT’s goals and objectives.