Position Title: Executive Administrative Assistant

Work Location: New Orleans

Work Schedule: FT

Position Requirements:

Candidate must:

• * Be a US Citizen

• * Able to obtain and maintain DoD clearance

• * Have a minimum of 10 years experience working in an Executive Administration position.

• * Proficient with the MS office suite and ability to create reports, correspondence, spreadsheets, manage multiple calendars, and presentations using these tools

• * Be fluent (read, write, speak) in the English language

• * Current, active clearance or prior military experience a plus
   

Job Description:

We are seeking an Executive Administrative Assistant to support one of our contracts in New Orleans, LA. The selected candidates will perform a variety of high level administrative duties for executive management. The nature of the work is fast paced, requires a person who can multi-task, and who is technology proficient. 

Responsibilities include: 

Provide support in the performance of administrative functions such as coordinating multiple calendars and email support for a multitude of entities. 
Provide support in the preparation, revision and review of contracting briefing materials, demonstrations and related audio/visual requirements. 
Provide the administrative and technical support necessary to prepare briefing material in addition to providing the brief if required. 
Greet and direct officer visitors. 
Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the organization. 
Ensure phone coverage and forward phone if necessary to alternates, take messages and coordinate or provide assistance to external personnel or team members that call. 
Assist with Event scheduling and planning. 
Verify meetings and ensure that all necessary attendees have been notified and scheduled to attend.

Schedule transition time between meetings to allow for internal communications and preparation for next meeting. 
Coordinate travel, meeting, and event arrangements. 
Make hard copies of documents, briefings, and other materials as required. 
Maintain and track action items/tasking as assigned. 
File briefings and documents both hard copy in binders and electronically on the portal. 
Provide administrative support to staff for copying, faxing, and mailing. 
Review documents to detect and correct errors in spelling, punctuation, and syntax. 
Assist staff with the development, editing and formatting of PowerPoint, Excel and Word files as needed. 
Responsible for the handling incoming and outgoing mail. 
Respond to direct requests for information and/or forward messages to appropriate staff. 
Initiate telecommunications and oversee logistics for conference lines and video conferences. 
Maintain office inventory for office supplies. 
Ensure the main office and supply room is kept orderly and clean. 
Conduct research, compile data, and prepare documents for staff. 
Analyze and compile data and develop solutions or alternative methods of proceeding. 
Obtain Partnership I visitor badge requests as required.

Serve as back-up for new employee onboarding activities including: onboarding process and supporting documents, onboarding package, completed forms, certificates, systems access, tracking spreadsheet, and applicable training. 
Serve as back-up to the SharePoint Specialist to include managing permissions and the SharePoint environment.

Provide aid in the planning and coordination of procurement activities for the pre-award, post-award or other contractual functions. 
Additional duties as assigned.