Senior Executive Assistant

The Senior Executive Assistant will provide high-level administrative support to the Principal Deputy Administrator (PDA) and Senior Executive Officer (SEO), other senior team members in the NNSA Office of Infrastructure, Front Office. Reporting directly to the SEO, the Senior Executive Assistant provides executive support in a one-on-one working relationship. The Senior Executive Assistant also serves as a liaison to the NA-90 senior management teams and their staffs on behalf of the Front office; organizes and coordinates executive outreach and external relations efforts, and special projects. The Senior Executive Assistant must be creative and enjoy working within a fast paced and dynamic environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. 

ESSENTIAL FUNCTIONS

• Provide and lead support to the PDA and SEO with a high level of professionalism, efficiency and speed in a manner that reflects positively on the organization.
• Maintain scrutiny and organization of the daily calendar of meetings and events; deconflict issues and ensure read ahead / preparatory materials are attached within proper time frames.
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization.
• Self-starter who takes initiative, follows through, and ensures things get done efficiently.
• Arrange travel and accommodations for executives. Prepare vouchers
• Ensure smooth day-to-day operations by addressing challenges and streamlining processes through documented desk procedures to help implement organizational process improvements.
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Manage and implement tactical day-to-day logistics, scheduling, correspondence, and other actions.
• Review and summarize technical and programmatic documents.
• Works wells with short turnaround deadlines in fast paced office environment and is adaptable to changing priorities.
• Excellent communication and time management skills; proven ability to meet deadlines.
• Ensure alignment between teams by fostering collaboration and accountability.
• Take the lead in managing internal communication, ensuring clarity and consistency in messaging.
• Drive execution on agency-wide priorities by tracking action items, ensuring accountability, and follow up on deliverables.
• Ability to function well in a high-paced environment; performs additional duties as assigned by executives.
• Conduct research on government policies, orders, and legislation.
• Draft and prepare documents and preparatory notebooks for internal announcements, meetings, and organizations that the executive is involved with.
• Manage budgets, resources, and personnel to optimize organizational performance.
• Represent the organization at events, meetings, and conferences to promote its mission.
• Proven leadership skills with the ability to inspire and motivate teams.
• Manage the Executive's contacts.
• Assist in preparing and managing presentations and decks.
• Be responsive to emails/texts/phone calls, with contact outside normal business hours
• Welcome the Executive’s guests by greeting them, in person or on the phone; answering or directing inquiries. 
• Use the highest level of discretion, confidentiality, and good judgment to handle executive-level matters.
• Represent NA-90 and the Executive in a positive light through great follow-through skills and sound judgment.
• Conserve the Executives’ time by reading, researching, collecting and analyzing information as needed, in advance. 
• Exceptional ability to engage with senior executives, interal teams, and external stakeholders with professionalism and discretion.

MINIMUM QUALIFICATIONS

• Bachelor's degree or demonstrable specialized experience as a Senior Executive Assistant
• 5+ years of related experience required in working in an executive assistant role supporting Senior Executives or C-Level executives.
• Advanced Proficiency in Microsoft Office (SharePoint, Teams, Outlook, Word, Excel, and PowerPoint)
• Ability to communicate effectively and professionally.
• Ability to obtain and maintain a government clearance.

PREFERRED QUALIFICATIONS

• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.