Executive Assistant I (Hybrid) - Three Point Solutions Inc

Job Title: Executive Assistant I (Hybrid)

Client: Health Care Industry
Duration: 6 Months
Location: Reston, Virginia 20191 (DMV Candidates Only)
Hybrid Role: Once or twice a week at the office

Purpose:

Provides administrative support for a Vice President / SVP. Performs advanced, diversified, and confidential duties that may be administrative in nature or project-based. Requires broad experience, skills, and thorough knowledge of organization policies and practices. Prepares correspondence, reports, presentations, etc. Sets up meetings and may act as proxy for superior. Requires sufficient skills to communicate effectively with peers and senior management staff. Performs complex tasks requiring consideration of multiple variables. Most decision-making is within pre-determined approaches. May lead and guide lower-level support employees. Works under general guidance/supervision.

Essential Functions:

• 30% Provides day-to-day administrative support (calendar maintenance, meeting scheduling, travel, etc.) to an Executive and staff members.
• 15% Screens and responds to emails on complex matters, discerning between critical and less urgent issues.
• 15% Tracks and coordinates with staff to ensure completion of all action items for the Executive.
• 10% Processes overhead invoices for fax machines, copiers, conference rooms, and cell phones. Processes expense reports and invoices for the department.
• 5% Procures equipment (phones, IT equipment) for all conference rooms.
• 5% Coordinates requirements with executive staff at other locations.
• 5% Supports offsite meetings and conferences sponsored by the executive.
• 5% Maintains reimbursement files for the budget.
• 5% Mentors junior Administrative Assistants.
• 5% Assists higher-level Executives and/or their Executive Assistants in planning meetings, executive visits, and customer visits.
• Additional Tasks:
  • Manage multiple assignments simultaneously and keep track of job statuses and timelines.
  • Proactively build and maintain relationships with colleagues.
  • Assist manager and directors as needed.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education:

• High School Diploma or GED

Experience:

• 8-10 years of relevant experience supporting executive-level management.

Preferred Qualifications:

• Knowledge, Skills, and Abilities (KSAs):
  • Adept at learning new technologies for data entry, calendar management, and report creation. (Advanced)
  • Proficient in Microsoft Office applications, particularly Excel, PowerPoint, and SharePoint. (Proficient)
  • Strong time-management and organizational skills. (Advanced)
  • Excellent written and verbal communication skills. (Advanced)
  • IT background is a plus.

Additional Requirements:

• Must immediately disclose any debarment, exclusion, or event making them ineligible to work on Federal health care programs.
• Must effectively work in a fast-paced environment with changing priorities, deadlines, and workloads.
• Must meet established deadlines and handle multiple customer service demands from internal and external customers.
• Must provide positive customer service to all internal and external customers, including challenging ones.
• Two rounds of video interviews, with a potential requirement to attend in-person interviews at the office.

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