Executive Administrative Assistant

MELE Associates•Washington, DC

1d•Onsite

About The Position

MELE Associates, Inc. is seeking to add a motivated Executive Administrative Assistant to our team, supporting a key customer within the Department of Energy (DOE) / National Nuclear Security Administration in Washington, DC. The Executive Administrative Assistant will be responsible for executing administrative and operations support tasks and projects, coordinating with Department figureheads, and engaging with colleagues, partners, and Senior Leadership in a positive, professional, and diplomatic manner. ESSENTIAL FUNCTIONS: The Executive Administrative Assistant will have demonstrated experience independently supporting senior executive level management. The successful candidate should also show comfortability managing multiple calendars and schedules at one time in a constantly changing, fast paced environment, as well as demonstrate the ability to develop and efficiently manage/track correspondence and action items, perform data entry tasks, and support domestic and foreign travel. The selected applicant should be well-versed in government related administrative systems and programs. Essential duties may include: Provide daily management support for senior management in each office. Coordinate and schedule meetings for senior management, including monitoring and tracking program staff calendars. Create, organize, and distribute daily books for program principals that include scheduled appointments, logistics, and meeting documentation. Brief principals on unexpected or urgent meeting or message changes. Answer phone lines and deliver telephone messages to front office staff in a timely fashion. Coordinate, schedule, and manage logistical arrangements for meetings and/or speaking events at Headquarters (HQ), NNSA and public locations featuring senior NNSA leaders. This includes security transfer, VIP transportation, and ensuring that NNSA leaders are fully briefed and have received meeting/speaking binders regarding meeting or conference agendas. Ensure that all necessary audio/visual systems are provided, set up, and working in meeting locations. This can be VTC, SVTC, and/or other systems. Prepare, edit, and distribute internal DOE/NNSA memos and reports. Coordinate, create, and implement international and national travel itineraries, country clearances, passports, visas, travel authorizations, Embassy Assistance and vouchers for the Deputy Administrator, Assistant Principal Deputy Administrator, Chief Operating Officer and multiple senior level staff. Develop and maintain administrative data systems such as contact lists, email distribution lists and shared calendars. All other duties as assigned.

Requirements

Active DOE Q or DoD Top Secret security clearance.
High School Diploma or GED.
5-7 years of relevant administrative experience required.
Proficiency in in office computer systems and software applications such as the Microsoft Office Suite (Word, Outlook, PowerPoint, and Excel), including word processing, presentations (developing and editing), spreadsheets, databases, flow charts, general office procedures, grammar, punctuation, and spelling.

Nice To Haves

Bachelor’s degree from an accredited University or college.
7-10 years of relevant administrative experience desired.

Responsibilities

Provide daily management support for senior management in each office.
Coordinate and schedule meetings for senior management, including monitoring and tracking program staff calendars.
Create, organize, and distribute daily books for program principals that include scheduled appointments, logistics, and meeting documentation.
Brief principals on unexpected or urgent meeting or message changes.
Answer phone lines and deliver telephone messages to front office staff in a timely fashion.
Coordinate, schedule, and manage logistical arrangements for meetings and/or speaking events at Headquarters (HQ), NNSA and public locations featuring senior NNSA leaders. This includes security transfer, VIP transportation, and ensuring that NNSA leaders are fully briefed and have received meeting/speaking binders regarding meeting or conference agendas.
Ensure that all necessary audio/visual systems are provided, set up, and working in meeting locations. This can be VTC, SVTC, and/or other systems.
Prepare, edit, and distribute internal DOE/NNSA memos and reports.
Coordinate, create, and implement international and national travel itineraries, country clearances, passports, visas, travel authorizations, Embassy Assistance and vouchers for the Deputy Administrator, Assistant Principal Deputy Administrator, Chief Operating Officer and multiple senior level staff.
Develop and maintain administrative data systems such as contact lists, email distribution lists and shared calendars.
All other duties as assigned.