Executive Assistant at KBR, Inc in Chantilly, VA
The Executive Assistant (EA) manages the overall workflow and coordination of the Executive Staff and Operations Manager. Work includes scheduling, managing, and disseminating Executive(s) calendar(s); coordinating access to the Executive(s); preparing correspondence and presentation material; facilitating travel (including coordinating security requirements), and tracking actions for Executive(s). This position requires wide latitude of discretion regarding workflow and priorities, in addition to in-depth knowledge of various executives' styles, methods of operation, and authorities. Provides support to the staff functions with direct administrative executive support services. The duties may include interfacing with high-ranking officials and stakeholders. Responsibilities also include coordinating meetings, visits and trips, managing calendars, scheduling/reserving conference rooms, proofreading/editing/finalizing correspondence, and preparing Executives for meetings, printing read ahead materials, and administering any related requirements. Essential Duties and
Responsibilities:
Answer and place telephone calls, direct calls, take messages, and follow-up accordingly. Maintain an efficient office environment to include assisting in the ordering of supplies/equipment, arranging for office equipment repairs, coordinating office renovations. Ordering and setting up coffee/breakfast/lunch for meetings and conferences. Participate in event planning. Ordering flowers for births, deaths and get well - Work with HR on these events. Monitor new hires and off-boarding emails to help track mail room changes, seats in Chantilly. Schedule conference rooms and organize support from IT/Security as needed. Help with mail room. Receive, sort, and screen incoming mail; categorize, prioritize and prepare responses for Executive. Summarize correspondence, highlight key issues or topics of interest, and follow up to ensure proper and timely response. Manage the workflow of multiple matters, within a continuously adapting schedule, for the assigned Executive. Prepare and review non-routine letters, memos, documents, and various reports for Executive signature to ensure compliance with correspondence guidelines. Prepare to host visitors to include passing security clearances and escorting. Update and maintain records and files using the enterprise records management system. Maintain an awareness of internal structural levels and hierarchy within the organization. Assist and relieve the assigned Executive of a variety of complex executive office support functions. Manage all aspects of Executive daily agenda to include scheduling appointments, preparing travel itineraries, schedule Very Important Person (VIP) parking, and making arrangements. Research and prepare background information on meeting attendees and/or topics of interest for the meeting. Process travel accounting/vouchers. Disseminate schedule to appropriate staff and act as a liaison between the Executive and others. Develop creative approaches and alternatives to the resolution of issues and problems. Basic
Qualifications:
High School Diploma OR GED Equivalent. 10 years of experience. Knowledge of the IC, and other Government agencies. If needed can obtain a Security Clearance OR Bachelor's Degree (in any discipline) 5 years of experience. Knowledge of the IC, and other Government agencies. If needed can obtain a Security Clearance Demonstrated ability in oral and written communication skills sufficient to compose and deliver clear and concise responses. Demonstrated knowledge of proper English usage, spelling, grammar, punctuation and sentence structure to ensure that written materials prepared and reviewed are complete, succinct, and formatted correctly. Demonstrated experience adapting to a rapidly changing work environment while maintaining flexibility and versatility. Demonstrated experience working with executives at multiple organizational levels. Demonstrated experience in the use of Microsoft Office and standard computer applications.
Salary Range:
$80K -- $100K
Minimum Qualification
HR Management, HR Generalists & Business PartnersEstimated Salary: $20 to $28 per hour based on qualifications.
Responsibilities:
Answer and place telephone calls, direct calls, take messages, and follow-up accordingly. Maintain an efficient office environment to include assisting in the ordering of supplies/equipment, arranging for office equipment repairs, coordinating office renovations. Ordering and setting up coffee/breakfast/lunch for meetings and conferences. Participate in event planning. Ordering flowers for births, deaths and get well - Work with HR on these events. Monitor new hires and off-boarding emails to help track mail room changes, seats in Chantilly. Schedule conference rooms and organize support from IT/Security as needed. Help with mail room. Receive, sort, and screen incoming mail; categorize, prioritize and prepare responses for Executive. Summarize correspondence, highlight key issues or topics of interest, and follow up to ensure proper and timely response. Manage the workflow of multiple matters, within a continuously adapting schedule, for the assigned Executive. Prepare and review non-routine letters, memos, documents, and various reports for Executive signature to ensure compliance with correspondence guidelines. Prepare to host visitors to include passing security clearances and escorting. Update and maintain records and files using the enterprise records management system. Maintain an awareness of internal structural levels and hierarchy within the organization. Assist and relieve the assigned Executive of a variety of complex executive office support functions. Manage all aspects of Executive daily agenda to include scheduling appointments, preparing travel itineraries, schedule Very Important Person (VIP) parking, and making arrangements. Research and prepare background information on meeting attendees and/or topics of interest for the meeting. Process travel accounting/vouchers. Disseminate schedule to appropriate staff and act as a liaison between the Executive and others. Develop creative approaches and alternatives to the resolution of issues and problems. Basic
Qualifications:
High School Diploma OR GED Equivalent. 10 years of experience. Knowledge of the IC, and other Government agencies. If needed can obtain a Security Clearance OR Bachelor's Degree (in any discipline) 5 years of experience. Knowledge of the IC, and other Government agencies. If needed can obtain a Security Clearance Demonstrated ability in oral and written communication skills sufficient to compose and deliver clear and concise responses. Demonstrated knowledge of proper English usage, spelling, grammar, punctuation and sentence structure to ensure that written materials prepared and reviewed are complete, succinct, and formatted correctly. Demonstrated experience adapting to a rapidly changing work environment while maintaining flexibility and versatility. Demonstrated experience working with executives at multiple organizational levels. Demonstrated experience in the use of Microsoft Office and standard computer applications.
Salary Range:
$80K -- $100K
Minimum Qualification
HR Management, HR Generalists & Business PartnersEstimated Salary: $20 to $28 per hour based on qualifications.
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