Executive Assistant

Overview

These positions provide travel and expense management, time reporting and management, and advanced level Microsoft 365 support to executives of a Federal client located in the National Capital Region.

Background

Our team provides high-level executive support services to a Federal client in the National Capital Region. This role is part of a mission-driven environment that enables senior government leadership to operate efficiently and effectively through expert administrative, technical, and operational support. Team members serve as trusted partners to executives, managing travel and expense activities, supporting workforce timekeeping processes, and delivering advanced Microsoft 365 assistance. The ideal candidate thrives in a fast-paced setting, demonstrates exceptional attention to detail, and is committed to providing outstanding customer service to executive-level stakeholders.

Responsibilities

Key tasks include, but are not necessarily limited to, the following:

 

Travel Coordination and Support       

• Prepare travel authorizations, vouchers, reimbursement support documents, and related travel packages using the current Federal travel system and in accordance with applicable Federal travel regulations and agency procedures.

• Coordinate travel logistics for Federal staff and invited travelers, including itinerary coordination, documentation, voucher support, status tracking, and travel reimbursement processing.

• Maintain travel trackers, identify missing approvals or documentation, and provide status updates to travelers and Government officials as directed.

• Support conference, meeting, and group travel package preparation and routing when requested.

• Provide travel assistance to Federal employees and other offices as needed.                                                                                         

Time and Attendance Support

• Provide Administrative Support for time and attendance tracking using approved Government timekeeping systems and procedures.    
• Serve as a timekeeper and backup timekeeper in accordance with current Federal time and attendance regulations.

• Maintain pay period calendars, send reminders, review timesheets for completeness and obvious errors, and notify employees and approvers of outstanding actions.

• Prepare timekeeping status reports for Government review. Government officials retain all certification and approval authority.
• Prepare timekeeping status reports for Government review. Government officials retain all certification and approval authority.

Office Management and Administrative Support

• Coordinate facilities requests, purchase requests, training request packages, IT helpdesk tickets, space needs, equipment requests, and other administrative actions as directed
• Serve as a liaison to the Operations Team regarding facilities, training, travel, time and attendance, office space, equipment, and administrative support matters.
• Monitor shared mailboxes, respond to and initiate inquiries regarding personnel, facilities, administration, programs, and related matters, and route issues as appropriate
• Explain policies, answer routine questions, and independently resolve administrative issues whenever feasible.
• Maintain calendars, contact lists, electronic files, and administrative records.
• Upload routine documents to approved web content management systems, shared repositories, or designated locations when authorized and trained.
• Maintain budget tracking records, expense reconciliation documentation, and other administrative support records for Government review.
• Conduct administrative reviews of program applications and related documentation for completeness and accuracy.

Office Meeting, Conference, and Training Support

• Schedule and coordinate meetings, appointments, conferences, training sessions, and other events for executive leadership, management officials, and program staff.
• Manage meeting logistics, including conference room reservations, attendee coordination, audiovisual support, and meeting preparation activities.
• Coordinate hybrid and virtual meetings using approved technologies such as Google Meet, WebEx, or other Government-approved platforms.
• Coordinate with IT helpdesks, vendors, or support personnel to ensure meeting technology and audiovisual systems function properly.
• Prepare agendas, meeting notes, action item trackers, briefing materials, meeting preparatory materials, and follow-up reminders.

Correspondence, Reporting, and Document Preparation

• Prepare, edit, and maintain correspondence