Executive Assistant

Description

Job Title: Executive Assistant

Department: Administration

Reports To: CEO and CAO

Location: Ashburn, VA

Schedule: Monday - Friday

Hours: Full-time, 40-hours/week

FLSA Status: Exempt

Position Summary

The Executive Assistant provides administrative support to the Executive Officers and overall RavenTek mission. The Executive Assistant has responsibility for all aspects of schedule and calendar management, contacts management, travel management, expense reporting, clerical support, and special projects as required. An elevated level of confidentiality and ability to manage sensitive matters is required. This position assumes responsibility for all levels of office management, including the day-to-day operations of the office.

Requirements

 Essential Duties and Responsibilities

• Providing administrative support to the Executive team, to include but not limited to the following: 
• Effective and efficient management of schedule and calendar. 
• Ensuring schedules are clearly communicated and executed daily.
• Managing Contacts information.
• Managing correspondence with internal team members and external contacts and customer relations, including but not limited to drafting and preparing written messages, tracking responses, management of requests, action items, and deliverables, and monitoring phone calls and messages.
• Making travel arrangements.
• Creating and processing expense reports.
• Organizing and planning meetings, conference calls, and events.
• Preparing and maintaining reports and files.
• Research and information gathering. 
• Drafting and finalizing presentations and other documents.
• Tracking direct report action items and ensure deadlines are being met.
• Other administrative duties and tasks as required, and needs arise.
• Managing day-to-day business travel companywide as needed; overseeing reservation processes, maintaining accurate records for accounting purposes, and effectively controlling travel expenses through research and cost comparison as needed. 
• Maintaining and managing office efficiencies, systems, policies, and procedures, including the research and selection of office vendors; supervising purchasing of supplies, meals, and other special needs; and expense management.
• Coordinating luncheons.
• Processing new corporate staff tasks with HR and IT.
• Coordination of office maintenance.
• Directing and managing incoming and outgoing mail, packages, and materials. 
• Organizing and maintaining office agreements, contracts, and sensitive files. 
• Completing out-of-office errands as needed, including bank deposits when needed.
• Identifying needs and/or improvements to office policies and procedures, as necessary. 
• Maintaining confidentiality of all work material and discussions. 
• Miscellaneous tasks and responsibilities as needed.
• Enter actual time worked, once complete, at the end of the day, or no later than 10:00 a.m. the following workday, and submit timesheets at the end of each pay period.
• Complete required compliance training as assigned.
• Other duties as assigned.

Qualifications, Knowledge, and Critical Skills

• Outstanding interpersonal, written, and verbal communication skills. 
• Demonstrated ability to manage complex requests.
• Excellent organizational capabilities and time management skills.
• Ability to work well independently and with others.
• Must have the ability to maintain a professional, calm demeanor in all situations.
• Must be adaptable and possess the ability to work with dynamic personalities.
• Must be extremely meticulous and able to meet daily, weekly, and monthly deadlines.
• Strong multi-tasking skills with ability to transition between tasks quickly and efficiently.
• Ability to identify and implement processes and process improvements.
• Strong computer and internet research skills with intermediate to advanced level skills in Excel, PowerPoint, and Outlook.
• Ability to learn new programs and processes as required.
• Ability to adapt and perform all levels of office tasks as needed.
• High sensitivity to confidential materials and matters required.

Education & Work Experience

• 3 - 5 years of senior level support experience required.
• 2 years of office management preferred.

Certifications, Licenses

• None

Special Requirements

• None

Work Environment

Employee will be working indoors in an office environment with other people. Potential moderate temperature fluctuations. Typical indoor and computer related noise level, and typical office, paper, and equipment related dust. Exposure to video display terminals occurs on a regular basis.

Physical Demands

To successfully perform the essential functions of the job, the employee needs to be able to sit at a workstation for extended periods; use hand(s) to handle or feel objects, tools, or controls; reach with hands and arms; stoop and bend; talk and hear; see to read printed materials and computer screens; mobility to work in a typical office setting. Ability to work on desktop or laptop computer for extended periods of time reading, reviewing/analyzing information, and may be required to provide recommendations, summaries and/or reports in written format. Must be able to effectively communicate with others verbally and in writing. Employee must be able to lift and/or move moderate amounts of weight, typically up to fifty (50) pounds. Regular and predictable attendance is essential.

ADA: RavenTek will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

EEO/AA: RavenTek does not discriminate based on race, color, national origin, sex, religion, age, disability, sexual orientation, gender identity, veteran status, height, weight, or marital status in employment or the provision of services and is an equal access/equal opportunity/affirmative action employer.

This job description is not intended to be an all-inclusive list of duties and standards of the position and will be reviewed periodically as duties and responsibilities change with business necessity. Essential job functions are subject to modification. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.