Executive Assistant

Chenega Enterprise Systems & Solutions•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. This onsite role is based at Department of Transportation Headquarters, 1200 New Jersey Avenue, Washington, DC, and reports onsite Monday through Friday. The Executive Assistant manages executive calendars, meetings, correspondence, calls, travel, visitor access, and related logistics. The role prepares and reviews documents and presentations, coordinates materials and action items, handles expense reports, and supports interviews and employee onboarding. The position also works closely with other executive assistants and office teams to maintain continuity of daily operations. The employee should understand processes related to senior leadership responsibilities, correspondence protocols, corporate policies and procedures, and the functions of groups within the office.

Requirements

Successful completion of a background check and drug screening.
More than 5 years of experience supporting an executive-level position.
In-depth knowledge of 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; relevant professional experience may be considered commensurate with a formal degree.
Experience with PRISM.
Experience with EDMS.

Responsibilities

Interface professionally with internal and external agency personnel and visitors to arrange and manage meetings.
Coordinate high-quality documents and presentations, and provide clear and concise direction and advice in response to administrative requests.
Direct calls or visits that do not require the Principal’s attention to the appropriate team members or office.
Manage conflict-free calendars; schedule executive meetings; arrange agendas, teleconferencing, conference locations, meeting documentation, and action-item tracking.
Manage the Outlook contact list, screen and route incoming calls, and handle confidential and sensitive documents.
Monitor and track speaking-engagement logistics and assist with responses to internal and external correspondence; track incoming and outgoing correspondence.
Coordinate with other executive assistants to support 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; and review documents for agency compliance before executive signature.
Serve as the point of contact for external visitor building access; greet and escort visitors.
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 arrangements, and support new-employee onboarding logistics.
Maintain team calendars; order office supplies and technology equipment; arrange catering and audio/video conferencing and Webex.
Perform other duties as assigned.