Senior Executive Assistant

SUMMARY

The Senior Executive Assistant (EA) will play a pivotal role in supporting the Director and other senior leaders within Department of Energy. The EA’s day-to-day responsibilities encompass executive, administrative, and scheduling, ensuring all facets of office management run smoothly and efficiently. The EA is responsible for establishing and monitoring office procedures, policies, and schedules, as well as coordinating both office and organizational activities. Alongside these core duties, the EA handles a variety of special assignments and projects that contribute to the overall success of the organization. Given the fast-paced and dynamic nature of our environment, the EA must be highly proficient in managing sensitive and confidential information. Attention to detail, excellent judgment for triaging priorities, and strong instincts are essential attributes for excelling in this role. The ability to thrive amidst shifting demands and to perform responsibilities with discretion and professionalism is key.

ESSENTIAL REQUIREMENTS

Must be able to obtain and maintain a Public Trust and requires U.S. Citizenship status.

KEY DUTIES AND RESPONSIBILITIES

Essential Duties and responsibilities include the following. Other duties may be assigned.

Comprehensive Travel Management: Manages complex travel arrangements for senior Directors, including itinerary planning, bookings, Visa/Passport processing, and compliance with international travel protocols.

Advanced Calendar and Meeting Coordination: Maintains calendars for leadership and staff, coordinates with various entities, and oversees special events and meeting arrangements.

High-Level Communication and Correspondence Management: Handles calls, manages messages, and responds to requests while drafting high-level correspondence for internal and external communications.

Strategic and Confidential Administrative Support: Manages sensitive matters discreetly, provides comprehensive support including calendar management, meeting coordination, and workflow facilitation.

Document and Presentation Preparation: Prepares and manages essential documents and presentations, assisting in materials for high-level meetings and events.

Financial Oversight: Reconciles Government travel credit card statements and manages financial documentation with attention to detail.

Information and Document Management: Develops, revises, and maintains key documents, compose reports, and assists in creating technical handouts.

Data Compilation and Analysis: Participates in information collection and analysis on specialized topics.

Continuous Process Improvement: Identifies and implements administrative process improvements.

Emergency Response Coordination: Coordinates responses to urgent situations with professionalism.

VIP Visitor Facilitation and Reception Management: Provides visitor services, manages the reception area, and handles executive contacts.

Space Planning and Office Management: Manages space planning, office supply distribution, and mail management.

Supplementary Administrative Responsibilities: Covers for federal administration assistants and handle additional duties as required.

Plans daily activities within the guidelines of company policy, job description, and supervisor’s instruction in such a way as to maximize personal output.

Responsible for aiding in own self-development by being available and receptive to all training made available by the company.