Executive Assistant (US Citizen, On-Site)

POWERHOUSE INSTITUTE INC•Silver Spring, MD

2d•$69,000 - $80,000•Onsite

About The Position

The Executive Assistant provides administrative and business-management support for a program in an on-site role in Silver Spring, Maryland. Duties include organizing files, managing databases, routing paperwork, ordering office supplies, arranging domestic and international travel, and maintaining organizational charts, directories, event seating assignments, and email distribution lists. The role also supports records-management compliance, account management, telephone coverage, mail distribution, monthly status reports, market research, taskers, and required documentation. The Executive Assistant plans and coordinates events, meetings, facilities, materials, and leadership calendars; provides logistical and administrative meeting support; and prepares correspondence for compliance with program regulations. The position interfaces with industry, sponsor representatives, stakeholders, government leaders, and other organizations, and requires keeping current with relevant sponsor and government policies, rules, regulations, and practices. This is a full-time, on-site W-2 position, Monday through Friday from 7:30 a.m. to 4:30 p.m., except federal holidays. Candidates must be U.S. citizens, local to the Silver Spring, Maryland area, and able to complete, pass, and hold a public trust investigation.

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 the Silver Spring, Maryland area 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.
Strong analytical skills, attention to detail, and problem-solving abilities to make 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 shifting priorities and self-prioritize in a deadline-driven environment.
Strong interpersonal, communication, and collaboration skills for working with leadership, staff, technical teams, and key stakeholders.
AA/AS degree.

Responsibilities

Provide general administrative and business-management support, including organizing files, managing databases, routing paperwork, and processing office-supply orders.
Arrange domestic and international travel.
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 such as 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, and provide logistical and administrative meeting support.
Prepare correspondence and ensure it meets program regulations.
Interface with industry-community participants, 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.