The Executive Assistant will provide comprehensive administrative and operational support to senior leadership and program personnel. The ideal candidate will be highly organized, detail-oriented, professional, and comfortable managing multiple priorities in a fast-paced federal environment.
Key Responsibilities
Executive and Administrative Support
Manage leadership calendars, appointments, meetings, conferences, and competing priorities.
Provide reminders regarding upcoming appointments, commitments, deadlines, and required actions.
Prepare briefing materials, reports, presentations, memoranda, letters, and other executive-level documents.
Track commitments and follow up with staff to support timely completion.
Research, gather, and summarize information from organizational files and records.
Receive and screen visitors and telephone calls, determine the nature of inquiries, and direct individuals to the appropriate point of contact.
Maintain professional reception coverage during established business hours.
Correspondence and Records Management
Receive, review, categorize, route, and track incoming and outgoing correspondence.
Draft, proofread, edit, format, and finalize official correspondence and reports.
Review documents for grammatical accuracy, factual correctness, completeness, and compliance with established federal and organizational standards.
Route correspondence through the appropriate review and signature process.
Maintain correspondence databases, official files, reproducible master copies, attachments, and supporting documentation.
Archive, retain, purge, and dispose of records in accordance with applicable requirements.
Apply approved federal and Joint Staff formatting requirements to correspondence, awards, reports, and executive-level documents.
Track internal and external taskers, action items, evaluation deadlines, and program milestones.
Travel Coordination
Coordinate official travel activities and assist personnel with preparing travel authorizations and vouchers using the Defense Travel System.
Monitor the timely submission of travel authorizations and post-travel vouchers.
Maintain accurate records of pending, submitted, and completed travel actions.
Update internal travel trackers and provide status reports.
Review travel documents for accuracy and compliance with applicable travel regulations.
Assist travelers with resolving documentation, reimbursement, and other travel-related issues.
Analyze travel data and assist with quarterly travel-cost projections and funding estimates.
Personnel and Office Management
Maintain personnel check-in and check-out documentation.
Update personnel accountability records and related tracking systems.
Schedule conference rooms and distribute meeting invitations and notifications.
Prepare administrative forms and provide general office support to employees, customers, and authorized visitors.
Maintain visitor logs and other facility-related administrative records.
Serve as a liaison among internal and external stakeholders to resolve issues and improve information sharing.
Procurement and Supply Support
Collect, consolidate, and prioritize requests for office supplies, equipment servicing, facility support, and other organizational needs.
Assist with preparing procurement justifications and Government Purchase Card documentation.
Verify requested items and supporting information before procurement packages are submitted.
Coordinate the receipt and acceptance of supplies and services with authorized personnel.
Maintain supply inventories and analyze usage to support future purchasing decisions.
Preferred Qualifications
Previous executive assistant, administrative support, program support, or office management experience.
Experience supporting senior leaders in a federal, military, or government-contracting environment.
Experience with the Defense Travel System and official travel regulations is strongly preferred.
Excellent written communication, proofreading, editing, and document-formatting skills.
Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
Strong calendar management, records management, customer service, and organizational skills.
Ability to exercise sound judgment, protect sensitive information, and work independently.
Ability to meet all applicable requirements for access to the federal worksite.
Numbers & Facts
Location
Fayetteville, NC
Job Type
Full-time
Skills
Administrative Skillsunmatched
Calendar Managementunmatched
Conferencesunmatched
Cost Estimatesunmatched
Customer Support/Serviceunmatched
Data Analysisunmatched
Database Administrationunmatched
Dental Insuranceunmatched
Detail Orientedunmatched
Documentationunmatched
Documentation Formatunmatched
Documentation Reviewunmatched
Editingunmatched
Equipment Maintenance/Repairunmatched
Establish Prioritiesunmatched
Executive Assistant Skills unmatched
Fundingunmatched
Governmentunmatched
Government Contractsunmatched
Health Insuranceunmatched
Information/Data Security (InfoSec)unmatched
Inventory Managementunmatched
Leadershipunmatched
Mail Processingunmatched
Microsoft Excelunmatched
Microsoft Officeunmatched
Microsoft Outlookunmatched
Microsoft PowerPointunmatched
Microsoft Wordunmatched
Militaryunmatched
Multitaskingunmatched
Office Equipmentunmatched
Office Managementunmatched
Operational Supportunmatched
Organizational Skillsunmatched
People Managementunmatched
Presentation/Verbal Skillsunmatched
Problem Solving Skillsunmatched
Proofreadingunmatched
Purchasing/Procurementunmatched
Record Keepingunmatched
Records Managementunmatched
Regulationsunmatched
Regulatory Complianceunmatched
Reimbursementunmatched
Reporting Skillsunmatched
Status Reportsunmatched
Telephone Skillsunmatched
Time Managementunmatched
Travel Planningunmatched
Usage Analysisunmatched
Writing Skillsunmatched
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