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Executive Administrative Assistant

QualX Corporation • Full-time • United States • 4m ago

Job Description:

Manage the Director’s calendar, including scheduling meetings, appointments, and travel arrangements.

Coordinate and prepare materials for meetings, conferences, and events, including agendas, briefing documents, and follow-up actions.

Draft, review, and edit correspondence, reports, and presentations for accuracy, clarity, and compliance with organizational standards.

Organize and maintain electronic and physical filing systems to ensure easy access and secure management of sensitive information.

Use Microsoft Office Suite and other digital tools proficiently to create documents, presentations, and spreadsheets, and to support remote and in-office work.

Enter and monitor tasks utilizing Government tools (CATMS, Microsoft Excel spreadsheets, Word documents, Power point, etc.).

Monitor deadlines and deliverables, ensuring the Director is briefed on upcoming priorities and actions. Maintain professionalism, punctuality, and attention to detail in all interactions and deliverables

Facilitate communication and coordination between the Director, WHS staff, and external stakeholders, acting as a reliable liaison.

Assist in communicating new procedures to office administrative personnel in subordinate offices, request information needed from the subordinate office(s) for periodic or special conferences, reports, and inquiries

Maintain communication with WHS senior leadership and aids and provide administrative support to the offices of other WHS senior leadership as required.

Track and manage multiple tasks, projects, and deadlines, adapting to changing priorities with efficiency and focus.

Job Requirements:

Education:

Bachelor’s degree in business administration, communications, or a related field preferred. Substantive supplemental experience may be considered.

Work Experience:

Minimum of 3-5 years of administrative or executive assistant experience supporting organizations leadership.

Experience with Correspondence and Task Management System (CATMS) or Task Management Tool (TMT) is highly desirable

Prior experience in a government, defense, or high-security environment is highly desirable.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other digital tools for communication and scheduling.

Demonstrated ability to manage and prioritize multiple tasks, projects, and deadlines in a fast-paced environment.

Skills:

Strong organizational skills with exceptional attention to detail.

Excellent verbal and written communication skills, including the ability to prepare professional correspondence and presentations.

Strong problem-solving skills and the ability to anticipate needs proactively.

Familiarity with virtual meeting platforms (e.g., Microsoft Teams, Zoom) and hybrid work coordination.

Demonstrated professionalism, discretion, and ability to handle sensitive information with confidentiality.

Collaborative team player with a proactive approach to supporting leadership and stakeholders.

Certifications:

Must possess or be able to obtain and maintain a Secret-level security clearance.

Job Type: Full-time

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