Executive Administrative Assistant

Description/Job Summary

We are hiring a full-time Executive Assistant to provide support to the Department of Energy (DOE)/National Nuclear Security Administration (NNSA). You will provide business management support to Presidentially-appointed members of the Administration and their senior executive staff. You will manage daily operations in a dynamic and highly engaging team setting, providing a wide range of administrative and logistical support.

You will work onsite daily at the DOE Headquarters Forrestal Building, located in Washington, DC, initially.

What You Will Do:

• Manage executive schedules in a dynamic environment, including multiple sequential meetings in classified and unclassified settings and varying locations.
• Provide office administration and support to include general office support; word processing; answering phones and redirecting calls to the relevant staff; maintain contact lists; perform escort duty for individuals performing maintenance or repairs, delivering supplies, or attending meetings; and perform other administrative and support functions as assigned.
• Schedule classified and unclassified meetings and conference rooms; assist in maintaining shared calendars and apprise management of relevant issues (i.e., last minute schedule changes or meetings cancelled or moved); aid in preparing for and scheduling meetings; and setting up teleconferences and video teleconferences.
• Coordinate and process foreign, domestic, and local travel requests, including travel arrangements (flights, hotels, etc.); prepare vouchers upon traveler's return; coordinate country clearance cables, visas, and passports; logistics for executive travel to local travel to the White House, Pentagon, Congress, and other locations in the National Capital Region; follow up on all actions; and other activities as needed.
• Analyze specific and general aspects of actions and issues; contact officials at all levels; coordinate and evaluate findings; prepare briefing books, reports, conclusions, and recommendations; assist in preparing correspondence for senior leader's signature or concurrence, review for accuracy and completeness, conformance with style, or procedural requirements and guidelines; ensure all drafted correspondence is reviewed and concurred by the appropriate offices; analyze senior leader's messaging and incorporate, where appropriate, into documents; maintain working knowledge of the requirements of the Plain Writing Act, the Government Publishing Office Style Guide, and the DOE/NNSA Correspondence Style Guide; comprehensive working knowledge of spelling, grammar, structure, syntax, and DOE/NNSA style of writing.
• Other general office management support such as managing copiers including service, paper, and usage reporting; assisting staff with corporate business systems; developing and maintaining information sharing sites (e.g., Powerpedia, NNSA Enterprise Portal, Energy Hub); requesting facility, alterations, and moving services, property passes, and other logistical support, as needed; coordinating with IT for needed support; and providing event support.

What You Will Need:

• Active DOE Q security clearance
• Bachelor degree and 15 or more years or high school diploma and 19 years or more of professional experience in a similar role, demonstrated clearly in resume
• Proven record working in a team with personnel at various levels of seniority
• Excellent interpersonal, verbal, and written communication skills and the ability to communicate and interact with diverse teams of people across a large national security organization
• Keen organizational, detail-orientation, prioritization, and administrative skills
• The ability and desire to work both independently and collaboratively, exceed expectations, and work on multiple projects/initiatives simultaneously
• Strong skills using Microsoft 365 suite and SharePoint
• Experience with eDOCS preferred