Executive Assistant (5017)

Ocean Bay, LLC, a subsidiary of Three Saints Bay, LLC and a Federal Government Contractor industry leader, has an opening for a highly motivated Executive Assistant located in Arlington, VA.

This position will perform a wide range of administrative/office support activities for the department as well as make recommendations for improvements to procedures to facilitate the efficient operation of the organization.

They will also perform a range of general administrative activities, as well as facilities/space management, customer support services, data entry and analysis, resource distribution, acquisition support, and human resources support.

The selected candidate will analyze and evaluate the effectiveness of program operations and recommend improvements to administrative staff procedures

Position Responsibilities:

• Gather and organize information about the problem to be solved or procedure to be improved
• Review data and enter data to ensure all databases are kept up to date
• Handle requests for information and data; resolve administrative problems and inquiries
• Analyze financial and other data, develop solutions or alternative practices, recommend new systems, procedures or organizational changes
• Make recommendations to management through presentations or written reports and confer with managers to ensure that the changes are working
• Conduct research and analysis to support the implementation of various studies of organizational efficiency and productivity
• Recommend new systems or procedural changes to encourage more efficient office management
• Act as liaison between office management and administrative staff to ensure processes are running smoothly across the offices and make adjustments as needed
• Assist in the planning, organizing, and execution of logistical support for Diversion Control Program sponsored internal and external conferences and meetings, including but not limited to reserving rooms, ensuring conferences lines are available, and preparing materials for the event
• Prepare and modify documents including Congressional correspondence, reports, drafts memos, cables and emails, and upload finalized documents into SharePoint database
• Schedule and coordinate meetings/appointments for executive-level staff/SESs; inform Executives/SESs about cancelations or new meetings.
• Record, compile, transcribe and distribute minutes of meetings
• Create, input and track the progress of incoming/outgoing documents through various offices using a SharePoint website
• Maintain office supply inventories and coordinate maintenance of office equipment
• As appropriate, coordinate employee moves or in-bound workstation set-ups
• Prepare statistical reports and manage spreadsheets
• Coordinate travel arrangements; prepares itineraries; input travel authorizations into financial system, and process travel vouchers and records.
• Track and maintain hard copy and electronic documents, folders, and correspondence according to an approved records management filing system
• Maintain attendance reports, leave records, trip records and logs. Corrects any discrepancies found in reports
• Perform other related and/or administrative duties as assigned.

Position Requirements:

• U.S. Citizen.
• Must be able to obtain and maintain a Public Trust level clearance and be drug-free.
• Minimum of an Associate's degree or equivalent.
• Minimum of three years of relevant experience.
• Professional demeanor.
• Able to solve complex problems and work as part of a team with minimal direction.
• Strong verbal, written and interpersonal skills; excellent proofreading skills.
• Ability to multi-task; detail oriented; be observant and anticipate operational needs.
• Good problem solver and able to handle difficult situations.
• Strong computer skills; proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Access, and Outlook), technology systems, and communications tools (Adobe).
• Solid database and Business analyst skills required
• Ability to be flexible and adaptable in a variety of situations.

Security Requirements:

Security Clearance Level:Public Trust

• Applicants selected will be subject to a Government background investigation and must meet eligibility and suitability requirements.
• Must be a US Citizen with the ability to obtain a US Government security clearance.

Apply online: https://phg.tbe.taleo.net/phg01/ats/careers/v2/viewRequisition?org=GATEWAYVENT&cws=46&rid=5017

This position is located in Arlington, VA

The salary range for this position is

VEVRAA Federal Contractor

Three Saints Bay, LLC and its subsidiaries offer a diverse, team-oriented working environment and the opportunity to work with exceptional dedicated industry professionals. We offer our employees a comprehensive benefits package and the opportunity to take part in exciting projects with government and commercial clients, both domestic and international.

We are an EEO/AA employer. We invite resumes from all interested parties without regard to race, color, religion, creed, gender, national origin, age, genetic information, marital or veteran status, disability, or any other category protected by federal, state, or local law.