Executive Assistant

About the role

The Executive Assistant provides comprehensive administrative, organizational, and programmatic support to leadership, managers, and project teams within the Naval Surface Warfare Center (NSWC) Crane. This position serves as a critical resource for coordinating communications, managing schedules, supporting training and records management activities, facilitating meetings and events, maintaining organizational documentation, and ensuring effective execution of administrative processes.

Responsibilities

• Provide direct administrative support to Government leadership, program managers, and division personnel.
• Prepare, review, proofread, route, track, and maintain correspondence, reports, memoranda, presentations, and other organizational documents.
• Manage executive calendars, schedule meetings, coordinate participants, and reserve conference rooms.
• Develop meeting agendas, prepare briefing materials, record meeting minutes, and maintain action item tracking systems.
• Cook up with internal and external stakeholders to ensure timely completion of tasking and deliverables.
• Maintain organizational distribution lists, seating charts, organizational charts, and team directories.
• Draft and distribute communications, announcements, memoranda, letters, and briefing materials.
• Manage routing and tracking of correspondence requiring leadership review and approval.
• Cook up information dissemination through email, SharePoint, Microsoft Teams, bulletin boards, and other communication channels.
• Maintain document numbering and correspondence tracking systems.
• Gather, organize, analyze, and maintain data required for reports, metrics, presentations, and databases.
• Support development and preparation of reports for Government and Department of Defense customers.
• Identify opportunities to streamline administrative processes and improve reporting efficiency.
• Track organizational metrics and maintain recurring reports in support of leadership requirements.
• Track mandatory and non-mandatory training requirements for government personnel.
• Monitor training completion status and provide delinquency reports to management.
• Prepare training authorizations, agreements, certifications, and SF-182 training documents.
• Maintain training records and generate completion certificates as required.
• Maintain electronic and hard-copy filing systems in accordance with records management policies.
• Perform document scanning, archival activities, and records retention support.
• Coordinate meetings, conferences, VIP visits, tours, and special events.
• Maintain visitor and presentation schedules and coordinate supporting logistics.
• Ensure conference rooms and meeting spaces are appropriately prepared and restored following events.
• Aid with executive visits, command events, and organizational functions.
• Coordinate workspace preparations and employee administrative requirements.
• Research vendors and procure office supplies in accordance with organizational procedures.
• Manage office inventories and ensure adequate stock levels are available.
• Track receipt and inventory of office supplies and equipment.

Requirements

• 3 years of experience in field.
• Experience with Microsoft Office.
• Excellent organizational and communication skills.
• BA/BS degree is preferred.
• Must be a U.S. Citizen.
• Ability to obtain and maintain a security clearance.