Executive Assistant/Office Manager

IDEMIA National Security Solutions (NSS) is the premier provider of integrated identity solutions for United States Government. Our deep understanding of biometric, biographic, credential, and digital forms of identity allows us to guide our clients to achieve their business goals. NSS’ leading software systems; data and analytics offerings; and professional services facilitate and automate many of the business processes for government agencies serving law enforcement, military, and intelligence missions.

Summary: 

The Executive Assistant/Office Manager is responsible for the administrative needs of the Chief Executive Officer (CEO) and for managing the office operations at the HQ office located in Old Town Alexandria, VA. In addition, this role is responsible for working with our shared services team to handle the company marketing.  This role requires meticulous organizational skills and an ability to function independently with little supervision, an ability to proactively anticipate needs, and an appetite for execution to ensure projects are accomplished in a professional, timely and organized manner. Additionally, must possess superb communication skills and produce well thought‐out, professional correspondence. Is an excellent relationship builder; able to demonstrate a high level of tact, discretion, and diplomacy with all internal and external stakeholders. Must also demonstrate ability to maintain confidential/sensitive information. 

Responsibilities:  

• Provide administrative support to the Chief Executive Officer (CEO), including scheduling meetings/events, handling travel and processing expense supports. 

• Oversee and resolve, as appropriate, administrative processes for the HQ office including but not limited to, ordering, and maintaining supplies, ensuring maintenance of equipment, support IT with network and security access, manage the corporate credit card and office space coordination. 

• Serve as the main point of contact for the HQ facility while independently resolving or escalating issues as needed. This includes managing the parking, HVAC, kitchen, cleaning services, mail, safety drills, office correspondence, medical supplies and any other requests or inquiries that are raised. 

• Compose, provide, edit, and support written communications, reports, spreadsheets, and PowerPoint presentations as requested by CEO, this includes maintaining the company calendar. 

• Manage and coordinate all logistics of Board of Director meetings and departmental meetings in conjunction with our Morgantown, WV office. This includes budgeting and vendor management, scheduling and managing invites, gathering information, creating agendas, and providing presentations and other materials as needed, booking meeting space and catering, participating in the departmental meetings, and noting any meeting follow-ups.  

• Work with our shared service Marketing department to ensure all NSS marketing is up to date (business cards, website, booth for conferences, marketing materials and SWAG). 

• Provide any other related administrative support of a highly sensitive and confidential nature. 

Education/Experience Requirements: 

• Bachelor’s degree or equivalent.  

• Minimum 10 years of related administrative experience. 

• Significant experience utilizing full suite of Microsoft Office applications, including Word, PowerPoint, SharePoint, Excel, and Teams. 

• Expertise utilizing Zoom (scheduling, virtual meeting tools, etc.) or other virtual meeting software. 

• Significant experience utilizing and working on travel and expense tools, including preparing expense reports, and making complex travel reservations.  

• Exceptional verbal and written communication skills. 

Other: 

• Work is normally performed in a hybrid office environment. 

• Works under limited direction, determines and develops approach to solutions. 

• Consistently works on assignments requiring action with a high initiative and confidentiality. 

• Acts independently to determine methods and procedures on new assignments. 

• Ability to interact effectively at all levels. 

• Performs other duties as required. 
   
   
   

________________________________________________________________________________________________________

*****Must be a US Citizen, without Dual Citizenship*****

IDEMIA National Security Solutions (NSS) is an equal opportunity employer. We evaluate qualified app