Federal Executive Assistant | Talent Pool – New York City

BA Global Talent•Town of West Seneca, NY

3d•Onsite

About The Position

BA Global Talent is building a talent pool of experienced Executive Assistants and Senior Administrative Support professionals for current and future opportunities supporting U.S. Federal Government agencies and Federal contracting environments in New York City. This talent pool is intended for highly organized, detail-oriented professionals with experience providing administrative and executive support to Senior Leaders, executives, Government officials, or executive offices in Federal agencies, Government contractors, state/local government, corporate organizations, nonprofits, or similarly structured professional environments. Ideal candidates will have experience managing complex calendars, coordinating meetings and official events, drafting executive correspondence, organizing high volumes of incoming work, coordinating travel, maintaining administrative records and trackers, and supporting senior leadership in fast-paced environments where discretion, sound judgment, and attention to detail are essential. Please note: This posting is for our Federal Executive Assistant Talent Pool and may not represent an immediate opening. Qualified candidates may be contacted as relevant Federal executive-support opportunities become available.

Requirements

Must be a U.S. Citizen when required by the applicable Federal contract.
Ability to qualify for and maintain any required Federal background investigation, suitability determination, or security clearance.
Minimum of 3 years of progressively responsible administrative or executive-support experience in a Federal environment or comparable professional setting.
Recent experience supporting a Federal agency, Federal Government contractor, senior Government official, executive office, or senior organizational leadership is strongly preferred.
Experience managing complex calendars, meetings, executive schedules, correspondence, and competing priorities.
Experience drafting and proofreading professional correspondence, reports, memoranda, briefing materials, and executive documentation.
Experience coordinating business or official travel and supporting travel authorizations, vouchers, reimbursements, or related administrative processes.
Strong proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and related administrative productivity tools.
Excellent written and verbal communication skills, including strong grammar, proofreading, and professional correspondence abilities.
Exceptional organizational skills and attention to detail, with the ability to manage multiple projects, assignments, deadlines, and executive priorities simultaneously.
Ability to work effectively with limited supervision in a high-volume, fast-paced professional environment.
Strong judgment, discretion, professionalism, and ability to appropriately handle confidential or sensitive information.
Ability to interact professionally with executives, Government personnel, internal teams, external stakeholders, visitors, and other senior-level contacts.
Ability to travel domestically when required by an assignment, including possible travel between New York City and Washington, DC.

Nice To Haves

An active Public Trust clearance or higher-level Federal clearance is highly preferred and may be required for certain assignments.
Bachelor’s degree in Business Administration or a related field is preferred but not required unless specified by the assignment.
Familiarity with procurement, acquisition, purchasing, or Government administrative support processes is preferred.
English and Spanish or English and Portuguese bilingual capabilities are preferred for some opportunities but are not required.
Experience supporting leaders in financial services, international development, development finance, or organizations working with emerging markets is preferred.

Responsibilities

Organize, prioritize, and manage a high volume of incoming work for Senior Leaders and executive offices.
Manage complex calendars, appointments, meetings, invitations, and requests for participation in official events.
Coordinate meetings with internal and external stakeholders and ensure executives are prepared with appropriate materials and documentation.
Welcome, coordinate, and escort visitors and guests within Government or client offices as required.
Maintain tracking and follow-up systems for correspondence, assignments, deadlines, action items, and executive priorities.
Draft, edit, proofread, and format professional correspondence, reports, memoranda, presentations, briefing materials, and other executive documentation.
Manage incoming and outgoing communications, including email, phone calls, mail, and other correspondence.
Coordinate domestic and, when required, international travel arrangements for executives and support travel authorization, voucher, reimbursement, and related documentation processes.
Maintain executive records, databases, trackers, filing systems, and other administrative documentation.
Coordinate with Government departments, internal teams, contractors, and external stakeholders on administrative projects, data calls, reporting requirements, and workplace initiatives.
Support administrative processes related to official meetings, speaking engagements, conferences, special events, and other executive activities.
Assist with procurement, acquisition, purchasing, and administrative support processes when required by the assignment.
Provide backup executive-support coverage during planned and unplanned absences to ensure continuity of administrative operations.
Handle sensitive, confidential, and potentially personally identifiable information with discretion and professionalism.
Perform other executive administrative and operational support duties as required.