Executive Assistant

Sabre Systems Inc.

6d•$60,000 - $75,000

About The Position

Sabre Systems is hiring for a highly organized and proactive Executive Assistant to provide comprehensive administrative and operational support to the Systems Engineering Department (SED). The ideal candidate will act as a trusted partner, ensuring the smooth functioning of the SED office by managing schedules, coordinating meetings, handling confidential information, and serving as a liaison between the SED Executive Leadership Team and internal/external stakeholders. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Requirements

Bachelor’s degree in Business Administration, Communications, or a related field is highly desired.
Minimum of five (5) years of experience in an administrative or similar role supporting senior executives.
Strong organizational and time-management skills, with the ability to prioritize and manage multiple tasks simultaneously.
Strong problem-solving skills and the ability to anticipate needs and take initiative.
Exceptional attention to detail and a commitment to producing error-free work.
Excellent written and verbal communication skills, with a professional demeanor.
High level of discretion and confidentiality in handling sensitive information.
Strong track record of reliability and dependability.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), DTS and other productivity tools.
Must have an active DoD Secret Clearance or Interim Secret Clearance.
Must be a U.S. Citizen

Responsibilities

Manage and maintain complex calendars for the SED Executive Leadership Team, including scheduling meetings, appointments, and travel arrangements.
Screen and prioritize phone calls and other communications, ensuring timely responses and follow-ups.
Prepare and meticulously review/edit correspondence, reports, presentations, and other documents on behalf of SED Executive Leadership.
Act as a gatekeeper, ensuring SED leadership’s time is used efficiently and effectively.
Plan and coordinate meetings, including preparing agendas, taking minutes, and tracking action items.
Arrange logistics for internal and external meetings, including venue bookings and technology setup.
Ensure the SED Executive Leadership Team is well-prepared for meetings by providing necessary materials and background information.
Coordinate travel orders and travel itineraries in Defense Travel System (DTS), including flights, accommodations, and ground transportation.
Create visit requests utilizing Defense Information System for Security (DISS).
Prepare and submit expense reports in a timely and accurate manner.
Monitor and reconcile budgets related to travel and other executive-related expenses.
Serve as the primary point of contact between the SED Executive Leadership Team and internal/external stakeholders.
Build and maintain strong relationships with key stakeholders, ensuring effective communication and collaboration.
Handle sensitive and confidential information with discretion and professionalism.
Manage SED Teams site, SE Community of Practice in Sharepoint and distribution lists.
Assist with special projects, research, and data analysis as needed.
Coordinate with other administrative staff to ensure seamless office operations.
Maintain and organize files, records, and documentation for easy access and retrieval.
Perform other duties and tasks as assigned to support the SED Executive Leadership Team and Staff and organizational needs.