Executive Assistant - VISTA Technology Services
VISTA Technology Services is hiring an onsite Executive Assistant in Arlington, VA to provide high-level administrative and project management support to NAVSEA's Senior Executive Service, managing calendars, travel, communications, meeting materials, and action items while applying Department of Navy program knowledge and exercising discretion in a fast-paced environment.
Summary
VISTA Technology Services, Inc. (VISTA) is seeking an Executive Assistant (EA) to support the NAVSEA customer, reporting onsite in Arlington, VA, five days a week.
The EA will provide high-level executive assistance and directly support the program’s Senior Executive Service (SES). Responsibilities include coordinating day-to-day activities and administrative functions, working with limited direction, and exercising significant discretion and judgment. The role requires strong attention to detail, administrative, project management, and communication skills, as well as the ability to support and communicate with internal and external DoD senior executives, particularly within the US Navy. The candidate should be proactive, self-motivated, able to prioritize multiple tasks in a fast-paced environment, and apply Department of Navy (DoN) program knowledge and experience.
Responsibilities
- Organize and manage DoN military and civilian leadership calendars, including travel schedules, meetings, office resources, and expense reports
- Communicate and assist with managing and prioritizing daily workload, adjusting for revised priorities, preparing briefs, presentations, meeting materials, and maintaining office continuity in their absence
- Attend senior-level meetings, take and disseminate notes, meeting minutes, and action items
- Track, organize, and prioritize action items, taskers, and deadlines
- Identify barriers to progress, develop creative solutions to improve and streamline processes, and initiate/revise Standard Operating Procedures (SOPs)
- Prepare, format, edit, serialize, route, file, and track correspondence and documentation
- Monitor internal and external tasks and requests for information
- Work independently and with a team to manage multiple tasks in a dynamic environment
- Pay strict attention to detail when composing and proofing materials, establishing priorities, and meeting deadlines
- Leverage network and resources to accomplish objectives, participate in or lead team initiatives, and take initiative to improve operations and office best practices
- Utilize DoD Defense Travel Systems (DTS) for travel arrangements for senior executives
- Use Defense Information System for Security (DISS) to coordinate and manage visit requests
Basic Qualifications
- 5+ years of administrative experience as an executive assistant supporting DoN senior leadership in a Program Office and/or at the Pentagon
- Understanding of DoN leadership, organization, culture, and terminology
- Experience managing DoN senior military and program leadership calendars, meetings, and travel
- Experience coordinating with high-level cross-functional teams
- Experience identifying barriers and developing solutions to streamline processes and improve program performance, including initiating and updating SOPs
- Experience supporting executive leadership meetings
- Familiarity with DoN Records Management (RM)
- Familiarity with DoN correspondence guidance
- Knowledge of military protocol and correspondence
- Exceptional written and verbal communication skills
- Strong attention to detail and ability to conduct quality assurance/quality control
- Ability to work under time constraints, resolve problems and conflicts, and adapt to changing requirements
- Ability to professionally collaborate, interface, and communicate with all levels of personnel
- Experience using DoN Defense Travel Systems (DTS)
- Proficiency in Microsoft Office 365 (Excel, Word, PowerPoint, Outlook), MS Teams, and SharePoint
- Active DoD Secret Clearance
Desired Qualifications
- Bachelor’s Degree
- Active Navy CAC, FlankSpeed, DTS, and DISS access strongly desired
- Prior experience supporting a NAVSEA Acquisition Program Office
- Experience using Defense Information System for Security (DISS)
- Experience using PowerBI
- Knowledge of Navy ERP
Salary at VISTA is determined by various factors, including location, education, knowledge, skills, competencies, experience, contract-specific affordability, and organizational requirements. The projected compensation range for this position is $115,000.00 to $145,000.00 (annualized USD). This estimate represents the typical salary range for this position and is one component of VISTA's total compensation package, which also includes a competitive leave package and a generous benefit plan (medical, dental, vision, life and disability insurance, tuition assistance, and an employer matching 401(k) plan).
Applicants selected for this position will be subject to a government security investigation and must meet eligibility requirements for access to classified information. Only applicants with an active DoD security clearance will be considered for this position.
To learn more about VISTA and to apply for this position, please visit www.vistatsi.com.
VISTA is an Equal Opportunity Employer/Disability/Veterans Employer.
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