Executive Secretary- Administrative Assistant

Kymber Consulting Group•Alexandria, VA

8d•Onsite

About The Position

We are seeking a highly organized and detail-oriented Executive Secretary – Administrative Assistant (OD) to support the National Science Foundation’s Office of Legislative and Public Affairs (OLPA). This role provides high-level administrative and executive support to leadership by managing daily administrative operations, coordinating communications, and ensuring effective documentation and information management. The Executive Secretary will support leadership with scheduling, correspondence, document preparation, and administrative coordination while maintaining strong communication with internal staff and external stakeholders. This role requires strong organizational skills, professionalism, and the ability to manage multiple priorities in a fast-paced environment while maintaining accuracy and discretion.

Requirements

Minimum education: Bachelor’s degree or higher in Communications, Public Relations, Business Administration, Public Administration, or a related field. In lieu of a degree, relevant administrative experience may be considered.
Minimum experience: Five (5) years of professional experience providing executive administrative support, administrative coordination, or program support within federal agencies, public organizations, or large institutions.
Demonstrated ability to manage executive schedules, coordinate meetings, and support leadership operations in fast-paced environments.
Strong writing and editing skills, including experience drafting memoranda, correspondence, reports, and policy-related documents.
Strong written and verbal communication skills, with the ability to communicate professionally with leadership, staff, and external stakeholders.
Proficiency with Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
Experience maintaining document management systems, administrative records, and tracking databases.
Ability to manage multiple tasks simultaneously, prioritize deadlines, and maintain attention to detail.
Strong organizational and coordination skills, including meeting planning, documentation preparation, and information management.

Nice To Haves

Experience supporting federal executive offices or senior leadership and familiarity with federal communication requirements including Plain Writing Act and Section 508 compliance.

Responsibilities

Manage day-to-day administrative operations supporting OLPA leadership and staff.
Maintain executive calendars, including scheduling meetings, coordinating appointments, and resolving scheduling conflicts.
Draft, edit, and manage correspondence, official memoranda, and communications for internal and external distribution.
Prepare meeting materials including agendas, briefing documents, presentation materials, and meeting minutes.
Maintain and organize document libraries, records, and administrative files to ensure effective document management and accessibility.
Draft, review, and edit policy documents, memoranda, and administrative materials to ensure clarity, accuracy, and consistency with agency standards.
Maintain office style guides and ensure written materials align with NSF branding and communication guidelines.
Support the development and documentation of standard operating procedures (SOPs) and administrative processes.
Maintain databases, tracking systems, and administrative records to support program operations.
Prepare reports, spreadsheets, and presentations using Microsoft Office applications.
Coordinate meetings, panels, interviews, and stakeholder engagements, ensuring effective communication with internal staff and external partners.
Assist with maintaining stakeholder contact lists, distribution lists, and communication resources.
Ensure written products demonstrate a high level of accuracy in grammar, spelling, formatting, and professional presentation.
Maintain effective working relationships with OLPA staff, leadership, contractors, and external stakeholders.
Ensure compliance with federal communication standards including Plain Writing Act requirements and Section 508 accessibility guidelines.
These duties directly support OLPA’s mission to ensure efficient administrative coordination, effective leadership support, and accurate communication of agency initiatives.