Executive Assistant

Overview

Employment in this role is conditional upon successful execution of the contract by the client.

The Work:

The Executive Assistant serves as the trusted right hand to senior executives, responsible for managing daily operations, communications, and administrative functions to ensure the seamless execution of organizational goals and priorities. This role requires exceptional organizational skills, professional discretion, and the ability to handle high-pressure situations in a fast-paced environment.

This position aligns with Cayuse's core values of Innovation, Excellence, Collaboration, Adaptability, and Integrity by fostering technical solutions that meet customer needs, promoting teamwork, and prioritizing quality in deliverables.

Responsibilities

Key Responsibilities:

• Special Projects: Support initiatives as assigned by Executive Director or EX senior leadership.
• Knowledge Management & Records: Assist with KM projects; streamline physical and digital storage; implement standardized filing and retrieval processes; purge outdated materials.
• Manage Formal Department Paper and Clearance Process: Oversee the preparation, tracking, and routing of formal Departmental paper and clearance packages to ensure timely and accurate processing.
• Develop SOPs for Executive Offices: Draft, update, and maintain Standard Operating Procedures (SOPs) to support consistent and efficient office operations.
• Create Technology-Based Workflows: Design and implement technology-driven workflows to enhance office efficiency and information management.
• Liaison & Decision-Making: Maintain internal/external contacts; make independent decisions within scope; anticipate leadership needs.
• Correspondence & Communication: Screen visitors and calls, route issues appropriately, draft and process non-technical correspondence, and provide routine information.
• Calendar & Meeting Management: Maintain calendars, prioritize meetings, reschedule as needed, and arrange substitute representation.
• Travel Coordination: If needed, arrange all travel, including flights, hotels, passports, visas; coordinate through E2; process travel authorizations and vouchers.
• Meeting & Event Support: Schedule, gather materials, reserve facilities, clear and escort visitors, and provide administrative support during events
• Backup Support: Serve as backup to designated colleagues to ensure continuity of office operations (including Time and Attendance).
• Other Duties as assigned.

Qualifications

Qualifications - Here's What You Need:

• Secret Clearance is required.
• Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment.

Minimum Skills:

• Excellent interpersonal and oral communication skills.
• Excellent customer service skills.
• Strong organizational skills, attention to detail, including follow-up on pending tasks.
• Proficient in MS Office, Word, Outlook, PowerPoint, and Excel.
• Timely, accurate, complete and up-to-date work products.
• Excellent written and oral communication skills.
• Excellent time management skills.
• Ability to operate significantly under own initiative and as part of a team, including drafting proposals and recommending effective approaches to tasks with minimal guidance.
• Ability to work with a wide variety of actors in the E Family and other Bureaus and offices, as well as with interagency and external partners.

Preferred Qualifications:

• Associate's or Bachelor's degree in Business Administration, Communications, or a related field.
• 5+ years of experience in executive-level administrative support, preferably in a government contracting, corporate, or professional services environment.

Our Commitment to you / overview of benefits:

• Medical, Dental and Vision Insurance; Wellness Program.
• Flexible Spending Accounts (Healthcare, Dependent Care, Commuter).
• Short-Term and Long-Term Disability options.
• Basic Life and AD&D Insurance (Company Provided).
• Voluntary Life and AD&D options.
• 401(k) Retirement Savings Plan with matching after one year.
• Paid Time Off.

Reports to: Program Manager

Working Conditions:

• Professional office environment, with the ability to work onsite in the main office.
• Must be physically and mentally able to perform duties extended periods of time.
• Ability to use a computer and other office productivity tools with sufficient speed to meet the demands of this position.
• Must be able to establish a productive and professional workspace.
• Must be able to sit for long periods of time looking at computer screen.
• May be asked to work a flexible schedule which may include holidays.
• May be asked to travel for business or professional development purposes.
• May be asked to work hours outside of normal business hours.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Cayuse is an Equal Opportunity Employer. All employment decisions are based on merit, qualifications, skills, and abilities. All qualified applicants will receive consideration for employment in accordance with any applicable federal, state, or local law.

Pay Range

USD $25.00 - USD $35.00 /Hr.