Executive Assistant

VISTA Technology Services•Washington, DC

2d•Onsite

About The Position

VISTA Technology Services, Inc. (VISTA) is currently seeking a Executive Assistant (EA) to support our NAVSEA customer, reporting onsite in Arlington, VA 5 days a week. The EA will provide high-level executive assistance and will directly support the program’s Senior Executive Service (SES). They will coordinate the day-to-day activities and administrative functions, and are expected to work with limited direction, executing significant discretion and judgment in all aspects of their role. This position requires an individual with strong attention to detail and administrative, project management, and communications skills as this person must effectively support and communicate with internal and external DoD senior executives across various fields, particularly US Navy. They should be proactive, self-motivated, and be able to prioritize multiple tasks in a fast-paced and high-demand environment and will apply their Department of Navy (DoN) program knowledge and experience and utilize standard policies and procedures.

Requirements

5+ years of administrative experience as an executive assistant supporting DoN senior leadership in a Program Office and/or at the Pentagon
Understanding of DoN leadership and knowledge of DoN organization, culture, and terminology
Experience managing DoN senior military and program leaderships' calendars, meetings, and travel
Experience working and coordinating with high-level cross-functional teams
Experience identifying barriers and developing solutions that streamline processes and improve program performance to include initiating and updating SOPs
Experience supporting executive leadership meetings
Familiarity with DoN Records Management (RM)
Familiarity with DoN correspondence guidance
Knowledge of military protocol and correspondence
Exceptional written and verbal communication skills
Strong attention to detail and the ability to conduct quality assurance/quality control on their work and the work of others
Ability to work under time constraints and resolve problems and conflicts and be flexible in their ability to adapt to ever-changing requirements
Ability to professionally collaborate, interface, and communicate with all levels of personnel
Experience using DoN Defense Travel Systems (DTS)
Proficient using in Microsoft Office 365 (Excel, Word, PowerPoint, and Outlook), MS Teams, and SharePoint
Active DoD Secret Clearance

Nice To Haves

Bachelor’s Degree
Active Navy CAC, FlankSpeed, DTS, and DISS access strongly desired
Prior experience supporting a NAVSEA Acquisition Program Office
Experience using Defense Information System for Security (DISS)
Experience using PowerBI
Knowledge of Navy ERP

Responsibilities

Provide detailed organization and management of DoN military and civilian leadership’s calendars including organizing travel schedules, prioritizing and scheduling meetings, managing office resources, and completing expense reports
Communicate and assist with managing and prioritizing the daily workload, adjusting for revised priorities, including preparing briefs, presentations, meeting materials, and maintaining continuity of office in their absence
Attend senior level meetings, take and disseminate notes, meeting minutes, and action items
Track, organize, and prioritize action items, taskers, and deadlines
Proactively identify barriers to progress, develop creative solutions that improve and streamline processes, and initiate/revise Standard Operating Procedures (SOPs)
Prepare, format, edit, serialize, route, file, and track correspondence and documentation
Monitor internal and external tasks and requests for information
Work independently and with a team to effectively manage multiple tasks within a dynamic and fast-pace work environment
Pay strict attention to detail when composing and proofing materials, establishing priorities, and meeting deadlines
Leverage network and resources to accomplish objectives swiftly and effectively, participate in or lead team initiatives as needed, and take initiative to improve operations and office best practices within established guidelines
Utilize DoD Defense Travel Systems (DTS) to make travel arrangements for senior executives
Utilize Defense Information System for Security (DISS) to coordinate and manage visit requests