Executive Assistant - Chenega Corporation

Overview

Executive Assistant

Washington, DC

Articus Solutions, LLC is a certified ANC 8(a), Small Disadvantaged Business (SDB) headquartered in Colorado Springs, Colorado. We provide world-class Engineering, Integrated Hardware and Software, Advisory & Assistance Services (A&AS), Program & Project Management, Subject Matter Experts, Financial & Administrative Services, and Records Management Services. Articus has extensive experience supporting customers throughout the US and around the globe and is a wholly owned subsidiary of Chenega Corporation.

Are you ready to enhance your skills and build your career in a rapidly evolving business climate? Are you looking for a career where professional development is embedded in your employer’s core culture? If so, Chenega Military, Intelligence & Operations Support (MIOS) could be the place for you! Join our team of professionals who support large-scale government operations by leveraging cutting-edge technology and take your career to the next level! 

The Executive Assistant will provide executive-level administrative support to the Director, Deputy Director, and other front office staff in the U.S. Agency for International Development (USAID) Bureau for Management (M), Office of Management Services (MS). The Executive Assistant must demonstrate attention to detail, and time management and exhibit great skills in following through. The Executive Assistant will support a wide range of issues related to office management; office policy development; program planning, development, and evaluation; and administrative requirements. As a trusted member of the M/MS front office, the Executive Assistant, reporting to the Director or Designee, will perform a wide range of duties which may include but are not limited to the following, as well as others that may be unique projects to which the Executive Assistant is assigned.

Responsibilities

• Serve as the senior administrative professional in M/MS.
• Maintain the administrative Standard Operating Procedures (SOPs) for the office, create uniformity and synchrony in administrative workflow throughout the M/MS, and train Administrative Assistants on proper M/MS administrative procedures and office protocols.
• Systematically evaluate and improve office operations. Develop procedures and systems where they are lacking.
• Use formal procedures to track memos, briefers, and taskers and coordinate other work performed in the office.
• In consultation with the M/MS Director, control and maintain the office calendars (e.g., leave, training, etc.).
• Understand M/MS priorities and screen, analyze, and triage access to the M/MS Leadership Team according to those priorities.
• Manage the Director and Deputy Director's calendars, alerting of scheduling conflicts and de-conflicting where appropriate.
• Interface with and be responsive to M/MS leadership.
• Maintain administrative files, program documents, correspondence, and reports.
• Prepare files for storage or destruction, as appropriate.
• Maintain the staff directory, emergency contacts, and organizational charts and implement procedures that ensure the information is accurate and up-to-date at all times.
• Support logistics and resource needs required to maintain office functionality.
• Arrange meeting space, speakers, and support details for meetings/conferences. Write letters to the speakers and participants, arrange hotel accommodations, coordinate transportation to and from the meeting site, and establish social arrangements.
• Handle travel for Director and Deputy Director.
• Read incoming correspondence, publications, regulations, and directives that may affect the organization. Bring significant items in reports, files, and correspondence to the Director’s attention.
• Establish control procedures on incoming correspondence and action documents, following up on work in progress to ensure timely action.
• Receive requests from other offices within the agency for information concerning programs under the Director’s control.
• Assemble requested information from available background data or follow up to see that subordinates submit the required answers within the specified time.
• Prepare administrative reports, routine and ad-hoc, and compose correspondence on own initiative, based on knowledge of the Directors views and desires.
• Review documents requiring coordination by the Director for conformance with regulations, grammar, format, and special policies of the organization. Verify that content has been coordinated, is accurate, and is in compliance with established policies. Return materials to the originator for correction if they do not comply with known policies or if correspondence rules have not been followed.
• Provide quality control on written products, helping ensure clarity, consistency, and succinctness.
• Attend meetings, take notes, note commitments made, inform staff of commitments, and arrange for staff to follow through on implementation.
• Other duties as assigned.

Qualifications

• Bachelor’s degree and 8+ additional years of relevant experience in admin and office management support, business operations, communications, and customer/employee relations
  • 2+ years of Executive Assistant experience or equivalent
  • Applicable experience includes: Experience as an intern, support contractor, government staff, or industry staff
• Background check required

Knowledge, Skills, and Abilities:

• Applicants must be willing to take a competency-based assessment to validate skills
• Awareness of project design capabilities, including project management, organizational design, and mission support optimization, process improvement, performance management, change management.
• Self-starter, capable of understanding leadership priorities and taking action with limited guidance
• Possesses excellent interpersonal communication and customer service skills; able to pleasantly interface with all people; responsive to principals and customers alike
• Highly organized and pays attention to detail
• Quick learner with some office management skills
• Ability to gather and analyze data effectively
• Ability to comprehend, analyze, and apply critical thinking to a wide variety of problems
• Possession of excellent oral and written communication skills
• Able to effectively review and edit memorandums, presentations, spreadsheets, and other similar office documents

How you’ll grow 

At Chenega MIOS, our professional development plan focuses on helping our team members at every level of their careers to identify and use their strengths to do their best work every day. From entry-level employees to senior leaders, we believe there’s always room to learn. 

We offer opportunities to help sharpen skills in addition to hands-on experience in the global, fast-changing business world. From on-the-job learning experiences to formal development programs, our professionals have a variety of opportunities to continue to grow throughout their careers. 

Benefits 

At Chenega MIOS, we know that great people make a great organization. We value our team members and offer them a broad range of benefits. 

Learn more about what working at Chenega MIOS can mean for you. 

Chenega MIOS’s culture 

Our positive and supportive culture encourages our team members to do their best work every day. We celebrate individuals by recognizing their uniqueness and offering them the flexibility to make daily choices that can help them be healthy, centered, confident, and aware. We offer well-being programs and continuously look for new ways to maintain a culture where we excel and lead healthy, happy lives. 

Corporate citizenship 

Chenega MIOS is led by a purpose to make an impact that matters. This purpose defines who we are and extends to relationships with our clients, our team members, and our communities. We believe that business has the power to inspire and transform. We focus on education, giving, skill-based volunteerism, and leadership to help drive positive social impact in our communities. 

Learn more about Chenega’s impact on the world. 

Chenega MIOS News- https://chenegamios.com/news/ 

Tips from your Talent Acquisition Team 

We want job seekers exploring opportunities at Chenega MIOS to feel prepared and confident. To help you with your research, we suggest you review the following links: 

Chenega MIOS web site - www.chenegamios.com 

Glassdoor - https://www.glassdoor.com/Overview/Working-at-Chenega-MIOS-EI_IE369514.11,23.htm 

LinkedIn - https://www.linkedin.com/company/1472684/ 

Facebook - https://www.facebook.com/chenegamios/

#Articus, LLC