Executive Assistant

TSC•Washington, DC

1d•Hybrid

About The Position

FALCATA is seeking an experienced Executive Assistant based in the Huntsville or DC metro area to support the Chief Operating Officer (COO). This position is eligible for telework with the ability to be on site, as required, at any of our major locations in Huntsville, AL or Crystal City, VA. The Executive Assistant provides a comprehensive range of direct executive support to the COO, assisting and relieving them on a variety of routine and complex administrative support functions. The position provides advice and assistance on all matters that are related to the coordination, integration, and synchronization of various staff actions, events, and activities that involve the executive. The successful candidate will be expected to work effectively under short, rigid deadlines and independently with only general supervision in a fast-paced environment.

Requirements

Bachelor’s degree in business administration or related field, with 8+ years of executive-level office management experience or equivalent.
US citizenship with the ability to obtain and maintain a security clearance as needed.
Highly organized with strong judgment, tact, and diplomacy, and proficient in standard business concepts and practices.
Excellent critical thinking, problem-solving, and analytical skills, with strong written and verbal communication.
Adaptable, resilient, and able to overcome challenges, with willingness to travel up to 10%.

Responsibilities

Develop and maintain the proper processes, systems, and tools to optimize the effectiveness and efficiency of the Executives’ office and time, in alignment with the company’s mission, goals, and policies.
Facilitate, prioritize, and track the workflow of internal and external taskings, continuously adapting the Executives’ time and schedule based on accurate assessments of criticality, sensitivity, and confidentiality.
Review and process all documents for content and accuracy, ensuring proper staff coordination and the completeness of information and references.
Support executive engagements through facilitating and delivering talking points that include: researching and preparing background information on attendees; summarizing ongoing efforts; growth themes or win themes from BD, and other pertinent information for key customers and partners.
Evaluate and facilitate the dissemination of sensitive information and documentation, alerting the COO regarding issues that impact the office.
Manage the COO’ calendars, effectively coordinating senior-level meetings, visits, and events; ensuring arrangements of security clearances, VIP parking, and building access; and developing meeting agendas, as required.
Plan and arrange domestic and foreign travel for the Executives, preparing and coordinating itineraries, lodging, logistics, security, and travel expense requirements.
Facilitate any company events that the COO is responsible for leading. Including arranging venues, booking lodging, arranging food, coordinating with IT and other administrative functions, and ensuring events run smoothly.
Oversee and monitor routine and complex day-to-day administrative and office requirements involving facility, property, safety, and supply management.
Prepare weekly summaries of key events, milestones, approvals, and other priority tasking that requires attention and action that week.
Other duties, as assigned by Supervisor.