Executive Administrative Assistant at Chenega Corporation

Overview

Come join a company that strives for Extraordinary People and Exceptional Performance! Eagle One Solutions, Inc., a Chenega Professional Services’ company, is looking for an Executive Administrative Assistant to directly manage the “day-to-day” of a high-level executive in the Program Management Office (PMO) supporting the Chief Information Officer (CIO). The main duty of this role is to anticipate and relieve the executive of administrative type functions, increasing their bandwidth for critical executive-level responsibilities. The Executive Administrative Assistant will interface with CIO Leadership, Program Offices, and Stakeholders across Partner organizations.

Our company offers employees the opportunity to join a team where there is a robust employee benefits program, management engagement, quality leadership, an atmosphere of teamwork, recognition for performance, and promotion opportunities. We actively strive to channel our highly engaged employee’s knowledge, critical thinking, innovative solutions for our clients.

Responsibilities

• Appointments, Calendars, Schedule, and Customer Service.
• Schedule, coordinate, and prioritize appointments, meetings, and training initiatives.
• Keep the executive informed of their schedule and events while maintaining this information for their reference.
• Maintain all contact and stakeholder lists.
• Arrange in-person, virtual, or hybrid meetings, as requested.
• Adhere to internal meeting procedural guidance.
• Prepare briefing materials and brief the executive in advance of meetings, including requesting material from Senior Staff in a timely manner.
• Prepare meeting agendas, schedule rooms, and notify participants in accordance with scheduling procedures and changes.
• Attend meetings as required to take minutes and record action items.
• Follow up with appropriate staff to track action items and assure timely completeness.
• Create PowerPoint presentations for the executive.
• Screen correspondence, publications, directives, and periodical and similar materials prior to the review and acceptance by the executive.
• Develop drafts, as requested, and manage and track all correspondence.
• Manage the Tasker system for the completion of all PMO tasks by programs to include strategic follow-up to ensure understanding and completion by programs.
• Notify the appropriate staff member of the need for information or recommendation and either prepare the draft response or follow up to ensure a timely response by others.
• Create reports (budgetary, informational, weekly, statistical, etc.), meeting minutes, and document drafts as requested.
• Create and/or complete forms and requested documents and prepare them for signature if a signature is required.
• Coordinate all PMO taskings for the executive.
• Return calls when necessary or appropriate on behalf of the executive.
• Refer administrative problems/situations to the appropriate individual.
• Take and disseminate minutes at staff meetings and other meetings as requested.
• Communicate with external and internal offices and other offices as required by management.
• Keep the Program Manager and the Deputy Program Manager informed with all executive level support activities. 
• Complete any other duties that typically fall within routine Executive Assistant work that are requested by the Deputy.

Qualifications

• Bachelor's degree in administration, business, or a related field.
• Minimum of 2 years working as an Executive Assistant for a high-level executive (at least two (2) years of related work experience). Prior Federal experience is preferred.
• Ability to obtain public trust.

Knowledge, Skills and Abilities:

• Knowledge of executive suite operations and the functions of the Chief Information Officer (CIO).
• Highly organized with a proven ability to work efficiently and collaboratively with others. 
• Self-motivated and proactive in managing workloads and pursuing professional development. 
• People-oriented with strong interpersonal skills, able to communicate effectively with diverse teams and audiences. 
• Detail-oriented, ensuring accuracy in all work. 
• Excellent oral and written communication skills, including preparing daily briefing materials for leadership, capturing, and disseminating meeting notes, developing PowerPoint presentations, and general business writing.
• Strong organization skills and ability to coordinate executive-level meetings.
• Ability to proactively manage a wide variety of situations and conflicts involving the clerical and administrative function of the office.
• Analytical thinker, seeking opportunities to streamline processes and improve efficiencies for customers. 
• Familiarity with Federal IT compliance and acquisition rules and regulations.
• Skills in advanced computer use, particularly proficiency in Microsoft Suite products, as well as strong internet research capabilities.
• Skills in conducting research and preparing statistical reports, as well as handling information requests efficiently.
• Skills in meeting coordination and dictation, ensuring organized and effective communication.
• Ability to oversee a variety of situations and conflicts related to clerical and administrative functions within the office.
• Ability to multitask effectively, supporting multiple personnel and projects while maintaining professionalism in high-pressure environments.
• Ability to rely on experience and judgment to plan, accomplish goals, and adapt to the evolving needs of leadership.

Final salary determination based on skill-set, qualifications, and approved funding.

Many of our jobs come with great benefits – Some offerings are dependent upon the role, work schedule, or location, and may include the following:

Paid Time Off

            PTO / Vacation – 5.67 hours accrued per pay period / 136 hours accrued annually 

            Paid Holidays - 11

            California residents receive an additional 24 hours of sick leave a year

Health & Wellness

            Medical

            Dental

            Vision

            Prescription

            Employee Assistance Program

            Short- & Long-Term Disability

            Life and AD&D Insurance

Spending Account

            Flexible Spending Account

            Health Savings Account

            Health Reimbursement Account

            Dependent Care Spending Account

            Commuter Benefits

Retirement

401k / 401a

Voluntary Benefits

            Hospital Indemnity

            Critical Illness

            Accident Insurance

            Pet Insurance

            Legal Insurance

            ID Theft Protection

Teleworking Details

Estimated Salary/Wage