Executive Assistant

Support and coordinate travel logistics, prepare detailed itineraries and travel files, and ensure all necessary arrangements, such as reservations, transportation, and appointments, are confirmed and fully processed prior to departure for office principals. Plan, organize, and prioritize tasks to meet multiple workload goals with a high level of attention to detail to ensure the efficiency and effectiveness of office operations.

Job Title: Executive Assistant
Location: Washington, DC
Type: Contract-to-Hire
Work Model: Onsite
Hours: 8:00 A.M – 4:30 P.M or 8:30 A.M. – 5:00 P.M. Monday through Friday
Security Clearance: Able to obtain and maintain Public Trust clearance.
Contact: Crystal.dinnocenti@systemone.com

Responsibilities

• The Executive Assistant will provide advisory, analytical, and coordinative services for management initiatives, special projects, and daily activities.
• Provide timely administrative support and handle sensitive and confidential information with integrity.
• Coordinate leadership Outlook calendars, keep principals informed of upcoming commitments, and resolve scheduling conflicts.
• Proactively organize administrative needs for meetings to include room scheduling and preparing conference spaces and technology for hybrid meetings.
• Support office morale and teambuilding initiatives including office events, all staff communications, and newsletters.
• Prepare senior leadership for attendance at meetings and conferences by compiling fact sheets, status reports, and briefing books.
• Plan, organize, and prioritize tasks to meet multiple workload goals with a high level of attention to detail to ensure the efficiency and effectiveness of office operations.
• Work independently with a high degree of professionalism, tact, and diplomacy to carry out special assignments requiring knowledge of our mission and Administration priorities.
• Demonstrate strategic thinking and good judgment to prioritize and appropriately respond to a large volume of requests based on their importance, urgency, and complexity.
• Support and coordinate travel logistics, prepare detailed itineraries and travel files, and ensure all necessary arrangements, such as reservations, transportation, and appointments, are confirmed and fully processed prior to departure for office principals.
• Assist in processing and coordination of office correspondence, memos, and reports.
• Collaborate with administrative team on requirements for management of services and supplies.
• Perform other duties as assigned.

Requirements

• Minimum of THREE (3) years of experience.
• Associate degree at minimum, Bachelor’s degree preferred.
• Ability to work on-site in DC office daily, Monday through Friday.
• Demonstrated ability to maintain high levels of confidentiality and handle sensitive information with discretion.
• Excellent verbal and written communication skills.
• Advanced calendar management and meeting coordination skills.
• Strong technical aptitude and ability to troubleshoot office equipment and technology for hybrid meetings.
• Ability to operate calmly under pressure and work collaboratively in a team environment with other staff supporting the leadership team of an organization.
• Customer service-focused and a strong and demonstrated ability to interface with all levels of management and internal staff.
• Strong organizational, multi-tasking, and prioritization skills.
• Must be proficient in the use of Microsoft Office Products (Word, Excel, PowerPoint, Teams, etc.).
• Able to obtain and maintain Public Trust clearance.

System One, and its subsidiaries including Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

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Ref: #851-Rockville-S1