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Noblis · 2 hours ago

Executive Administrative Assistant

Reston, VA

Full-time

Onsite

Mid, Senior Level

$100K/yr - $156K/yr

5+ years exp

Noblis is seeking an Executive Administrative Assistant to support the strategic goals of the Department of Homeland Security's Science and Technology Directorate. The role involves providing executive administrative assistance to S&T’s executive leaders, enabling them to drive innovation and enhance national security.

Information TechnologyNational SecurityNon Profit

Growth Opportunities

No H1B

Security Clearance Required

U.S. Citizen Only

Responsibilities

Coordinating, organizing, and scheduling S&T’s executive leadership’s meetings, calendars, and international and domestic travel

Reviewing deliverables to ensure accurate content, grammar, and formatting

Organizing and participating in: stakeholder engagement, meeting organization, note-taking, after-action reports, and action item delivery and follow-up

Representing S&T interests in DHS cross-functional collaborations by ensuring the engagement is meeting objectives

Providing strategic guidance on making processes more effective and taking innovative action to advance senior leadership initiatives by ensuring S&T staff are properly motivated to achieve them

Acting as a gatekeeper and liaison between leadership and internal/external stakeholders

Identifying new processes and procedures to increase efficiency of collaboration, knowledge sharing, and organization

Collaborating with other Administrative Officers across S&T to coordinate meeting notes, leadership schedules, and share knowledge and best practices

Coordinating the logistics of large-scale events and meetings, both virtual and in-person, from planning to successful execution

Qualification

DHS SuitabilityMicrosoft applicationsCalendar managementEffective communicationAttention to detailDiscretionGenerative AI toolsTeam-orientedProblem-solving

Required

Minimum of a Bachelor's degree and seven years of related experience OR Master's degree and five years of related experience or equivalent combination of education and experience

Eligibility to receive DHS Suitability

TOP SECRET clearance

Ability to come onsite at S&T five days a week, and work core government hours

Preferred

Experience building and maintaining strong professional relationships through effective communication, cooperation, trustworthiness, and problem-solving

Ability to work in a dynamic and team-oriented environment, demonstrate initiative, and function productively in the face of new assignments and the re-prioritization of existing assignments

Experience organizing and maintaining multiple calendars for senior-level leadership

Experience taking meeting notes and creating briefs and correspondence adhering to specific organizational templates and expectations

Familiarity with federal international and domestic travel processing policies and tools

Effective verbal communication skills to include providing brief oral updates on the status of tasks, action items, calendars, agendas, and deliverables on an ad-hoc basis

Practice handling sensitive information with the highest discretion

Experience maintaining electronic records

Ability to work on multiple tasks simultaneously to include prioritizing, tracking, follow-up, and follow-through to task completion

Possess proactiveness in demonstrating foresight, preparedness, and a strong sense of responsibility

Experience providing guidance and feedback to senior-level leadership

Demonstrated attention to detail in written communication, to include grammar, formatting, and copy editing

Familiarity with Generative Artificial Intelligence tools

Ability to prioritize urgent matters and resolve scheduling conflicts efficiently

Experience utilizing Microsoft applications, including Word, PowerPoint, Excel, and Teams

Candidates TOP SECRET clearance and DHS Suitability are strongly preferred