Executive Administrative Assistant - QualX LLC

Duties and Responsibilities 

• Manage the Director’s calendar, including scheduling meetings, appointments, and travel arrangements. 

• Coordinate and prepare materials for meetings, conferences, and events, including agendas, briefing documents, and follow-up actions. 

• Draft, review, and edit correspondence, reports, and presentations for accuracy, clarity, and compliance with organizational standards. 

• Organize and maintain electronic and physical filing systems to ensure easy access and secure management of sensitive information. 

• Use Microsoft Office Suite and other digital tools proficiently to create documents, presentations, and spreadsheets, and to support remote and in-office work. 

• Enter and monitor tasks utilizing Government tools (CATMS, Microsoft Excel spreadsheets, Word documents, Power point, etc.). 

• Monitor deadlines and deliverables, ensuring the Director is briefed on upcoming priorities and actions. Maintain professionalism, punctuality, and attention to detail in all interactions and deliverables 

• Facilitate communication and coordination between the Director, WHS staff, and external stakeholders, acting as a reliable liaison. 

• Assist in communicating new procedures to office administrative personnel in subordinate offices, request information needed from the subordinate office(s) for periodic or special conferences, reports, and inquiries 

• Maintain communication with WHS senior leadership and aids and provide administrative support to the offices of other WHS senior leadership as required. 

• Track and manage multiple tasks, projects, and deadlines, adapting to changing priorities with efficiency and focus.

Qualifications and Requirements 

Education:

• Bachelor’s degree in business administration, communications, or a related field preferred. Substantive supplemental experience may be considered. 

Work Experience:

• Minimum of 3-5 years of administrative or executive assistant experience supporting organizations leadership. 

• Experience with Correspondence and Task Management System (CATMS) or Task Management Tool (TMT) is highly desirable

• Prior experience in a government, defense, or high-security environment is highly desirable. 

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other digital tools for communication and scheduling.

• Demonstrated ability to manage and prioritize multiple tasks, projects, and deadlines in a fast-paced environment. 

Skills:

• Strong organizational skills with exceptional attention to detail. 

• Excellent verbal and written communication skills, including the ability to prepare professional correspondence and presentations. 

• Strong problem-solving skills and the ability to anticipate needs proactively. 

• Familiarity with virtual meeting platforms (e.g., Microsoft Teams, Zoom) and hybrid work coordination. 

• Demonstrated professionalism, discretion, and ability to handle sensitive information with confidentiality. 

• Collaborative team player with a proactive approach to supporting leadership and stakeholders.

Certifications:

• Must possess or be able to obtain and maintain a Secret-level security clearance.