Duties and Responsibilities
- 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.
Qualifications and 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.