Executive Assistant

Bristol Bay Native Corportation•Springfield, VA

11h

About The Position

TekPro Support Services, LLC (TSS) is a government contracting and consulting firm supporting several federal agencies and military installations across the U.S. We are currently seeking an Executive Assistant to support our ongoing mission with the Department of Homeland Security in Springfield, VA. FPS is the security and law enforcement component of the Department of Homeland Security which is responsible for protecting federally owned or leased facilities. The FPS mission is to provide a safe environment in which Federal agencies conduct their business without fear of violence, crime, or disorder. What You'll Do: Executive Travel Management Proactively plan and coordinate domestic and international travel in compliance with DHS travel regulations. Book flights, lodging, ground transportation, and coordinate logistics. Prepare detailed travel itineraries and briefing books. Ensure travel authorizations and vouchers are processed in the approved system and reconcile expenses in a timely manner. Executive Calendar and Meeting Management Strategically manage complex calendars, ensuring alignment with leadership priorities. Coordinate and schedule internal and external engagements, to include high-ranking government officials and interagency partners and stakeholders. Provide read-ahead materials in a timely manner. Provide hybrid meeting support, including drafting agendas, taking comprehensive notes, preparing minutes, and tracking action items. Task and Correspondence Management Oversee all correspondence, documentation, and taskings directed to the supported office. Review, edit, comment, and format documentation such as memos, letters, and messaging prior to senior-level review. Track deadlines, assign action items to appropriate subject matter experts, and perform quality control checks. Escalate urgent, short-suspense matters requiring immediate attention to senior-level officials and subject matter experts in a timely manner. Maintain mastery of and utilize official task management systems. Provide senior leadership with a daily report of taskers assigned to the directorate. Project and Event Coordination Provide logistical and administrative support for special projects, events, and executive initiatives. Plan and coordinate conferences, town halls, and high-level meetings with minimal oversight. Front Office and Stakeholder Engagement Serve as the first point of contact for executive offices, screen visitors, and manage front desk operations. Represent the executive office in a professional manner in all interactions. Build and maintain strong working relationships with internal divisions and external stakeholders. Executive Communication Support Communicate the senior-level officials’ agenda, mission, and ideas to ensure they are clearly described in oral and written communications. Draft, review, and format executive-level correspondence, reports, and presentations. Ensure communications reflect the tone and professionalism expected of senior leadership. Serve as a liaison between SES officials, staff members, and internal and external stakeholders. Operational and Administrative Services Oversee office supply management, space coordination, mail handling, and inventory tracking. Maintain digital and physical filing systems and ensure compliance with records management policies. Provide timely support in processing timesheets, tracking time and attendance, and ensuring payroll accuracy. Strategic Administrative Functions Analyze administrative workflows and recommend process improvements. Assist in the development and tracking of budgets and expenditure forecasts. Guide and support subordinate administrative personnel to promote office effectiveness and adherence to policy.

Requirements

Minimum of five to seven years of experience supporting SES or equivalent senior-level executives.
Ability to manage tasks with precision and attention to detail while handling multiple responsibilities and ensuring accuracy.
Proficiency in Microsoft Office Suite, video conferencing platforms, and task and travel management systems.
Demonstrated discretion, professionalism, and experience handling sensitive and confidential information.
Strong organizational, written, and verbal communication skills, with the ability to represent executive offices effectively.