Executive Assistant

Chenega Corporation•Washington, DC

10d•Onsite

About The Position

Chenega Enterprise Systems & Solutions, LLC., a Chenega Professional Services company, is seeking an Executive Assistant I to provide administrative and technical support to senior leadership in the Department of Transportation Office of the Under Secretary for Policy. The role serves as an executive assistant to senior leaders and involves managing communications, schedules, meetings, documents, visitors, travel, and other office operations. The position is 100% onsite at Department of Transportation Headquarters, 1200 New Jersey Avenue, Washington, DC, Monday through Friday. The company describes a robust employee benefits program, management engagement, quality leadership, teamwork, performance recognition, and promotion opportunities.

Requirements

Successful completion of background and drug screening.
More than 5 years of experience supporting an executive-level position.
In-depth knowledge and experience with Google Platform and Microsoft Office Suite.
Experience with calendar management.
Experience with travel management.

Nice To Haves

A bachelor’s degree in business administration, communications, or a related discipline is a plus; relevant professional experience may be considered commensurate with a formal degree.
PRISM experience is a plus.
EDMS experience is preferred but not required.

Responsibilities

Interface professionally with internal and external agency personnel and visitors to arrange and manage meetings.
Coordinate documents and presentations and provide clear, concise direction and advice in response to administrative requests.
Direct calls or visits that do not require the Principal’s attention to appropriate team members or offices.
Manage conflict-free calendars and schedule executive meetings; coordinate agendas, audio-teleconferencing, conference locations, meeting documentation, and action tracking.
Manage the Outlook contact list, screen incoming calls, route them appropriately, and handle confidential and sensitive documents.
Monitor and track speaking engagement logistics and assist with correspondence responses; track incoming and outgoing correspondence.
Coordinate with other executive assistants to ensure continuity of day-to-day operations.
Obtain materials for meetings, speeches, and conferences; create staff materials such as agendas, attendee lists, and background information.
Proofread documents for errors, formatting, and department policy; edit PowerPoint presentations; print and assemble weekly meeting materials; review documents for agency compliance before Executive Director signature; and serve as the point of contact for external visitor building access.
Greet and escort visitors and coordinate local, domestic, and international travel logistics.
Process and submit expense reports promptly.
Assist with interview logistics, including candidate scheduling, building clearance, and conference room reservations, and assist with onboarding logistics for new employees.
Maintain team calendars, order office supplies and technology equipment, arrange meeting and conference catering, and arrange audio/video conferencing and Webex.
Apply knowledge of internal processes relevant to senior leaders’ responsibilities, correspondence protocols, corporate policies and procedures, and office group functions.
Perform other duties as assigned.