Executive Admin Assistant

NextGen Federal Systems

21d

About The Position

The Executive Administrative Assistant provides high-level administrative and operational support to executive leadership. Responsible for managing complex calendars, coordinating travel, preparing correspondence, and ensuring efficient daily operations. This role executes established priorities and processes while exercising professionalism and confidentiality. Manages executive calendars, scheduling meetings, appointments, and travel arrangements based on established priorities and policies. Understand the business drivers behind key decisions. Prepares expense reports. Proactively manage travel to include options based on weather and meeting agendas. Drafts correspondence, presentations, and reports as directed. Coordinates meetings including logistics, materials preparation, and follow-up tracking. Tracks action items and ensures timely completion of assigned deliverables. Serves as point of contact for internal and external stakeholders. Maintains organized electronic filing system and records, including confidential materials. Supports executive projects by gathering information and compiling data. Ensures compliance with internal policies and applicable data privacy standards. May assist with onboarding logistics, department offsite meetings, and team coordination activities. Perform other duties that support the overall objective of the position. The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the company reserves the right to change this job description and/or assign tasks for the employee to perform, as the company may deem appropriate.

Requirements

Associate degree. Or, any combination of education and experience which would provide the required qualifications for the position.
5+ years of administrative experience, including support of executive leadership.
Experience managing calendars and travel for senior leaders.
Experience handling confidential information.
Knowledge of: Administrative best practices.
Microsoft Office and collaboration tools.
Concur expense reporting system.
Basic understanding of compliance requirements.
Experience using all aspects of the Microsoft Suite and ChatGPT.
Skill in: Organization and time management.
Written and verbal communication.
Multi-tasking in a fast-paced environment.
Attention to detail.
Professional customer service.
Ability to: Follow established priorities and procedures.
Manage multiple deadlines.
Maintain high level of confidentiality.
Work independently within defined guidelines.
Adapt to changing schedules and priorities.

Responsibilities

Managing complex calendars
Coordinating travel
Preparing correspondence
Ensuring efficient daily operations
Scheduling meetings
Preparing expense reports
Drafting correspondence, presentations, and reports
Coordinating meetings including logistics, materials preparation, and follow-up tracking
Tracking action items and ensures timely completion of assigned deliverables
Serving as point of contact for internal and external stakeholders
Maintaining organized electronic filing system and records, including confidential materials
Supporting executive projects by gathering information and compiling data
Ensuring compliance with internal policies and applicable data privacy standards
Assisting with onboarding logistics, department offsite meetings, and team coordination activities
Performing other duties that support the overall objective of the position