Executive Assistant - Remote

Major Duties And Responsibilities

• Manage and organize multiple executive calendars; understand required schedule trade-offs and division/company priorities and execute accurate scheduling to maximize executive efficiency.
• Facilitate and schedule senior leader/executive appointments and meetings; this will require close coordination with other company leaders, external business and government leaders, and their executive assistants.
• Execute and maintain proper protocol procedures/expectations for Division and business unit stakeholders.
• Plan, organize, and facilitate required business unit and division leadership in-person and virtual meetings.
• Schedule and track welcome calls/meetings of new division employees with appropriate business unit senior director; provides appropriate background information in preparation for the meetings.
• Plan and arrange travel schedules for business unit senior directors; prioritize travel arrangements to maximize senior leader/executive efficiency and availability, to include scheduled and nonscheduled transportation services.
• In coordination with DSD EVP EA, tracks business unit senior director site visits and employee engagement activities.
• Maintain and coordinate required executive communications with internal/external customers.
• Manage and organize professional correspondence; produce PowerPoint presentations, Word documents, and Excel spreadsheets as needed/requested.
• Facilitate presentations for key business unit meetings. Secure presentation inputs/materials from others and integrate into proper presentation templates for a cohesive and compelling briefing. Capture notes and action items from meetings and follow up on the action items.
• Cook up and maintain shared online files for important documentation.
• Proactively analyze business unit and Division administrative processes, formulate and implement process improvements to reduce redundancies and improve accuracy and efficiency.
• Closely coordinates business unit activities with Division EVP EA; provides backup support as needed.
• Manage and track business unit taskers; compiles and reviews responses prior to submission to Division leadership.
• Manages spot bonus program at business unit level; works with business unit senior director to draft appropriate recognition letters and submit to Division EVP EA.
• Aids in setting up events to include conferences, training sessions, and in-person meetings/tours/dinners with both internal and external stakeholders as required.

Qualifications

• Must have at least 20 years’ experience in executive administration/support, to include in-depth experience with military and business executive protocol.
• Must have strong verbal and written communications skills.
• Ability to work in a team environment while demonstrating excellent initiative and personnel interaction.
• Polished and professional demeanor and communication style.
• Ability to work in a fast-paced environment and adapt to frequent changes.
• Self-motivated, proactive, and able to work on projects alone or in a group setting.
• Ability to handle confidential information with discretion and unquestionable integrity.
• Must be highly proficient in spreadsheet, presentation, and email software such as MS Word, Excel, PowerPoint, and Outlook.
• Possess and use strong conflict resolution skills, ability to adapt to rapidly changing schedules/requirements, and be skilled with operating in a multi-tasking environment.
• Must have outstanding organizational skills, attention to detail, and interpersonal skills.
• Candidate must be of the highest moral character, with the utmost discretion.

Desired Skills

• Previous experience as an executive officer/protocol officer supporting a geographically dispersed military organization.

Qualifications

• Bachelor’s degree in business administration or related field.
• Active Top Secret clearance preferred. Candidates with an Active Secret clearance may be considered.
• U.S. Citizenship is required.