Executive Assistant

Executive Assistant (Mid-Level)

Location: Government Site
Clearance: Secret
Reports To: Senior Government Executive / Program Manager

Position Summary

The Mid-Level Executive Assistant provides comprehensive administrative and executive support to senior government leaders, ensuring efficient operations, effective communication, and seamless coordination of executive activities. The incumbent serves as a trusted administrative professional responsible for managing schedules, coordinating meetings, preparing correspondence and briefing materials, and facilitating communication among internal and external stakeholders.

This position requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced government environment while maintaining strict confidentiality and adherence to federal policies and procedures.

Key Responsibilities

Executive Support

• Manage complex executive calendars, scheduling appointments, meetings, conferences, and travel arrangements.
• Coordinate and prioritize competing demands on executive time and resources.
• Prepare daily schedules, briefing books, read-ahead materials, and executive correspondence.
• Track action items, suspense dates, and follow-up requirements to ensure timely completion.

Administrative Management

• Draft, edit, proofread, and format correspondence, reports, memoranda, presentations, and other official documents.
• Maintain electronic and physical records in accordance with agency records management requirements.
• Process travel authorizations, vouchers, and related documentation utilizing government travel systems.

Meeting and Event Coordination

• Schedule and coordinate meetings, conferences, site visits, and executive engagements.
• Develop agendas, prepare meeting materials, and distribute supporting documentation.
• Record meeting minutes, track decisions and action items, and provide follow-up coordination.
• Facilitate logistics for in-person, virtual, and hybrid meetings.

Communication and Stakeholder Engagement

• Serve as a point of contact between executive leadership and internal/external stakeholders.
• Screen and prioritize incoming communications, correspondence, and requests for action.
• Coordinate communications with government officials, agency leadership, contractors, and external partners.
• Ensure timely dissemination of information and executive directives.

Program and Operational Support

• Assist with the preparation of reports, status updates, metrics, and executive dashboards.
• Support strategic initiatives by tracking milestones, deliverables, and program activities.
• Conduct basic research and gather information for executive decision-making.
• Support special projects and assignments as directed by leadership.