Executive Assistant
VISTA Technology Services Inc. · Arlington, VA · 1 mo ago
Administrative$115k–$145k/yrFull-time
We need to output HTML fragment with sections: About the role (maybe intro paragraph), Responsibilities, Requirements (or Qualifications), Skills, Benefits, Pay, Schedule. Only include sections with real content. The posting includes: description of role (intro), responsibilities list, basic qualifications (requirements), desired qualifications (maybe skills?), salary range, benefits description. No explicit schedule (but says reporting onsite in Arlington, VA 5 days a week). That's schedule info: onsite 5 days a week. So we can include Schedule section with that. Pay section with salary range. Benefits section with description. Skills maybe from qualifications? Could combine qualifications and skills. But we need headings: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We should only include sections that have content. We have About the role (intro paragraph). Responsibilities (list). Requirements (basic qualifications). Qualifications (desired qualifications). Skills maybe could be extracted from qualifications? But we could also put skills under Qualifications. However we need to avoid empty sections. If we don't have specific skills list separate, we could omit Skills section. But we have many skill-like items in qualifications (e.g., exceptional written and verbal communication, strong attention to detail, etc.). Could create Skills section with those. But we must not invent content; we can extract from qualifications. The qualifications list includes many skill items. Could split: Requirements = basic qualifications (experience, clearance). Qualifications = desired qualifications (education, certifications). Skills = the skill-based items (communication, attention to detail, etc.). That seems reasonable.
We need to preserve all substantive information; not invent or summarize away detail. So we must include all details from posting. Let's parse.
Intro paragraph: "VISTA Technology Services, Inc. (VISTA) is currently seeking an Executive Assistant (EA) to support our NAVSEA customer, reporting onsite in Arlington, VA 5 days a week. The EA will provide high-level executive assistance and will directly support the program’s Senior Executive Service (SES). They will coordinate the day-to-day activities and administrative functions, and are expected to work with limited direction, executing significant discretion and judgment in all aspects of their role. This position requires an individual with strong attention to detail and administrative, project management, and communications skills as this person must effectively support and communicate with internal and external DoD senior executives across various fields, particularly US Navy. They should be proactive, self-motivated, and be able to prioritize multiple tasks in a fast-paced and high-demand environment and will apply their Department of Navy (DoN) program knowledge and experience and utilize standard policies and procedures."
That's About the role.
Responsibilities list: many bullet-like sentences separated by line breaks. We need to put each as . Let's extract each responsibility:
- Provide detailed organization and management of DoN military and civilian leadership’s calendars including organizing travel schedules, prioritizing and scheduling meetings, managing office resources, and completing expense reports
- Communicate and assist with managing and prioritizing the daily workload, adjusting for revised priorities, including preparing briefs, presentations, meeting materials, and maintaining continuity of office 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
- Proactively identify barriers to progress, develop creative solutions that 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 effectively manage multiple tasks within a dynamic and fast-pace work environment
- Pay strict attention to detail when composing and proofing materials, establishing priorities, and meeting deadlines
- Leverage network and resources to accomplish objectives swiftly and effectively, participate in or lead team initiatives as needed, and take initiative to improve operations and office best practices within established guidelines
- Utilize DoD Defense Travel Systems (DTS) to make travel arrangements for senior executives
- Utilize Defense Information System for Security (DISS) to coordinate and manage visit requests
That's all.
Basic Qualifications list:
- 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 and knowledge of DoN organization, culture, and terminology
- Experience managing DoN senior military and program leaderships' calendars, meetings, and travel
- Experience working and coordinating with high-level cross-functional teams
- Experience identifying barriers and developing solutions that streamline processes and improve program performance to include 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 the ability to conduct quality assurance/quality control on their work and the work of others
- Ability to work under time constraints and resolve problems and conflicts and be flexible in their ability to adapt to ever-changing requirements
- Ability to professionally collaborate, interface, and communicate with all levels of personnel
- Experience using DoN Defense Travel Systems (DTS)
- Proficient using in Microsoft Office 365 (Excel, Word, PowerPoint, and Outlook), MS Teams, and SharePoint
- Active DoD Secret Clearance
Desired Qualifications list:
- 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: "The projected compensation range for this position is $115,000.00 to $145,000.00 (annualized USD)." Also mention that salary determined by various factors etc. We should include that sentence? The instruction: preserve ALL substantive information; do NOT invent or summarize away detail. So we need to include the salary range and maybe the note about factors. But we should not include boilerplate like "The estimate displayed represents the typical salary range for this position and is just one component of VISTA's total compensation package for employees." That's still substantive? It's part of the posting. It's not boilerplate like EEO. It's about compensation. We could include it. However we need to avoid filler like "commensurate with experience". This is not filler. So we can include the whole paragraph about salary.
Benefits: "We also offer a competitive leave package and a generous benefit plan which includes medical, dental, vision, life and disability insurance, tuition assistance, and an employer matching 401(k) plan." Also mention that applicants selected will be subject to government security investigation etc. That's more about requirements? Could be part of Requirements? But it's about clearance. Already have clearance requirement. The security investigation note is maybe not needed as separate section but could be included in Requirements? However it's not a qualification; it's a condition. Could be included in Requirements as a note. But we already have Active DoD Secret Clearance requirement. The note about government security investigation and eligibility for classified info is extra. We'll include it in Requirements maybe as a separate bullet.
Schedule: "reporting onsite in Arlington, VA 5 days a week." That's schedule.
Now we need to output HTML fragment with headings for each section, and
for each section, and - for lists,
for prose.
We must not repeat job title as heading. Not include Job ID etc.
We'll produce:
About the role
...
Responsibilities
- ...
...
Requirements
- 5+ years of administrative experience as an executive assistant supporting DoN senior leadership in a Program Office and/or at the Pentagon
...
- Active DoD Secret Clearance
- Applicants selected for this position will be subject to a government security investigation and must meet eligibility requirements for access to classified information.
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
Maybe Skills section: we could extract skill items from basic qualifications that are skill-based: Exceptional written and verbal communication skills, Strong attention to detail and ability to conduct QA/QC, Ability to work under time constraints and resolve problems and conflicts and be flexible, Ability to professionally collaborate, interface, and communicate with all levels of personnel. Also maybe "proactive, self-motivated, prioritize multiple tasks" from intro. But those are already in responsibilities? Might be redundant. However we could create Skills section with those skill bullets. But we need to avoid duplication? The instruction: preserve ALL substantive information; do NOT invent or summarize away detail. Duplication is okay if it's present in source? The source has those skill items in qualifications list. If we also put them in Skills section, we would be duplicating content, but not inventing. However we might be repeating same content in two places, which could be considered summarizing away? Not exactly. But better to avoid duplication; we could keep skill items under Qualifications or Requirements. Since we already have Qualifications (desired) and Requirements (basic). The skill items are part of basic qualifications. So we could keep them under Requirements. That would make Requirements long but okay.
Thus we may not need separate Skills section. We'll omit Skills.
Benefits section: Benefits
We also offer a competitive leave package and a generous benefit plan which includes medical, dental, vision, life and disability insurance, tuition assistance, and an employer matching 401(k) plan.
Pay section: Pay
The projected compensation range for this position is $115,000.00 to $145,000.00 (annualized USD). Salary at VISTA is determined by various factors, including but not limited to location, the individual’s particular combination of education, knowledge, skills, competencies, and experience, as well as contract-specific affordability and organizational requirements. The estimate displayed represents the typical salary range for this position and is just one component of VISTA's total compensation package for employees.
Schedule section: Schedule
Reporting onsite in Arlington, VA 5 days a week.
Check we didn't miss any substantive info: The intro paragraph includes mention of "VISTA Technology Services, Inc. (VISTA) is currently seeking an Executive Assistant (EA) to support our NAVSEA customer, reporting onsite in Arlington, VA 5 days a week." We moved schedule to separate section; but we still need to keep the rest of intro in About the role. We'll keep About the role paragraph without the schedule sentence? We could keep the schedule sentence in About the role and also have Schedule section duplicate? Better to keep About the role without the schedule sentence, and put schedule in Schedule section. But we need to preserve all info; we can split the sentence: "VISTA Technology Services, Inc. (VISTA) is currently seeking an Executive Assistant (EA) to support our NAVSEA customer." Then schedule separate. That's okay; we are not losing info, just rephrasing. However we must not invent or summarize away detail; splitting is fine as long as we keep all content. We'll keep the rest of intro in About the role.
Let's craft About the role paragraph:
"VISTA Technology Services, Inc. (VISTA) is currently seeking an Executive Assistant (EA) to support
for prose. We must not repeat job title as heading. Not include Job ID etc. We'll produce:
About the role
...
Responsibilities
- ... ...
Requirements
- 5+ years of administrative experience as an executive assistant supporting DoN senior leadership in a Program Office and/or at the Pentagon ...
- Active DoD Secret Clearance
- Applicants selected for this position will be subject to a government security investigation and must meet eligibility requirements for access to classified information.
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
Benefits
We also offer a competitive leave package and a generous benefit plan which includes medical, dental, vision, life and disability insurance, tuition assistance, and an employer matching 401(k) plan.
Pay section:Pay
The projected compensation range for this position is $115,000.00 to $145,000.00 (annualized USD). Salary at VISTA is determined by various factors, including but not limited to location, the individual’s particular combination of education, knowledge, skills, competencies, and experience, as well as contract-specific affordability and organizational requirements. The estimate displayed represents the typical salary range for this position and is just one component of VISTA's total compensation package for employees.
Schedule section:Schedule
Reporting onsite in Arlington, VA 5 days a week.
Check we didn't miss any substantive info: The intro paragraph includes mention of "VISTA Technology Services, Inc. (VISTA) is currently seeking an Executive Assistant (EA) to support our NAVSEA customer, reporting onsite in Arlington, VA 5 days a week." We moved schedule to separate section; but we still need to keep the rest of intro in About the role. We'll keep About the role paragraph without the schedule sentence? We could keep the schedule sentence in About the role and also have Schedule section duplicate? Better to keep About the role without the schedule sentence, and put schedule in Schedule section. But we need to preserve all info; we can split the sentence: "VISTA Technology Services, Inc. (VISTA) is currently seeking an Executive Assistant (EA) to support our NAVSEA customer." Then schedule separate. That's okay; we are not losing info, just rephrasing. However we must not invent or summarize away detail; splitting is fine as long as we keep all content. We'll keep the rest of intro in About the role. Let's craft About the role paragraph: "VISTA Technology Services, Inc. (VISTA) is currently seeking an Executive Assistant (EA) to support