Executive Assistant (US Citizen, On-Site)

POWERHOUSE INSTITUTE INC•Silver Spring, MD

11h•$69,000 - $80,000•Onsite

About The Position

The Executive Assistant provides administrative, executive-level, and business management support to a program in an on-site role in Silver Spring, Maryland. Duties include managing records and accounts, coordinating travel and events, supporting meetings and leadership calendars, preparing correspondence and reports, and interacting with government leaders, sponsor representatives, industry experts, stakeholders, and other organizations. The role requires familiarity with relevant sponsor and government policies, rules, regulations, and practices for project administration and execution. This is a full-time W-2 position, on site Monday through Friday from 7:30 a.m. to 4:30 p.m., except federal holidays. The candidate must be a U.S. citizen with no dual status, be local to the Silver Spring, Maryland area, and be able to complete, pass, and hold a public trust investigation. The role also requires completion of site-specific training.

Requirements

U.S. citizenship with no dual status, as required by the government client.
Ability to complete, pass, and hold a public trust investigation.
Must be local to Silver Spring, Maryland, and able to work on site Monday through Friday, 7:30 a.m. to 4:30 p.m., except federal holidays.
Ability to complete all required site-specific training.
At least 5 years of experience in administrative support, executive-level assistance, or office management.
Solid experience with Microsoft Office Suite, including Teams, Outlook, Word, PowerPoint, and Excel.
Solid analytical skills, attention to detail, and problem-solving abilities, including making appropriate determinations based on regulations and policies.
Functional understanding of the military milieu and basic knowledge of DoD terminology, structure, and operations.
Ability to manage multiple and shifting priorities and self-prioritize in a deadline-driven environment.
Strong interpersonal, communication, and collaboration skills for working with leadership, staff, technical personnel, and key stakeholders.
AA/AS degree.

Responsibilities

Perform general administrative duties, including organizing files, managing databases, routing paperwork, and processing office supply orders.
Arrange domestic and international travel and provide business management support to the program.
Maintain and update organizational charts, directories, event seating assignments, and email distribution lists.
Maintain compliance with records management policies, manage accounts, and provide client support, including telephone coverage and mail distribution.
Develop and submit monthly status reports, conduct market research, and complete taskers and required documentation.
Plan and coordinate seminars, workshops, conferences, visitor access, and other events.
Coordinate meeting schedules, facilities, materials, and leadership calendars; provide logistical and administrative meeting support.
Prepare correspondence and ensure it meets program regulations and quality standards.
Interface with the industry community, sponsor representatives, stakeholders, and other organizations.
Conduct meetings with uniformed and civilian government leaders, industry experts, administrative and support staff, and key stakeholders.
Keep current with sponsor and government policies, rules, regulations, and practices related to project administration and execution.