Administrative Assistant

We're seeking senior Executive Assistant to support a busy C level executive in Alexandria, VA . We are looking for a talented multi-tasker to assist with international travel, coordinating speaking engagements, and high level operations support. You will work independently with minimal supervision. You must have outstanding organizational skills and a meticulous attention to detail; an ability to communicate effectively and professionally in writing and verbally; demonstrated initiative and willingness to continuously develop new skills; and an ability to work with multiple management level and supervisory staff and manage competing priorities, meet deadlines, and follow through on projects. The position requires a strong ability to utilize good judgment and discretion, and flexibility.

Job Duties :

Prepares international travel arrangements as well as conferences and speaking engagements :

Arranges calendar events and invitations

Manages facility access, whether unclassified or classified

Communicates clearly and professionally with senior client and industry personnel

Prepares correspondence when requested

Coordinates media relations for senior staff

Tracks and records financial transactions (both payable and receivable) as they occur and provides documentation to accounting firm

Reconciles company credit card account transactions with receipts and identifies correct account under which to file each transaction

Prepares expense reports as requested based on credit card charges for senior staff

Manages contract functions during the execution of a program / project (i.e. modifications, contract reviews, cost and schedule monitoring and reporting, invoice approvals, customer correspondence, contract back-up, etc)

Maintains consistency across contract documentation ensuring full compliance of government, commercial, and corporate regulations

Analyzes and prepares contract modifications, teaming and non-disclosure agreements, and consulting agreements

Receives and reviews all contracting-related invoices for complete accuracy prior to submission to management, clients or accounts payable for processing

Provide accurate and real-time database maintenance and documentation retention

Collects and compiles data to prepare contract briefs, scheduled reports

Contributes to team effort by accomplishing related results as needed.

Maintains client confidentiality and protects operations by keeping information confidential.

Qualifications

Bachelor's Degree in a business-related field such as business administration, contracts, government relations, English, policy, law, or related discipline required.

Excellent communications skills (to include flawless grammar and spelling) to be able to interact successfully with management, team members, public, clients, vendors, and agency staff

Strong proficiency in MS Office (Outlook, Word, Power Point, and Excel).

Expert with Outlook calendar, juggling multiple scheduling events

Ability to use templates, macros knowledge in Excel and Quickbase is a plus

Advanced graphics and InDesign skills a plus, but not required

Strong organizational skills, multitasker, with a strong work ethic to contribute to the ongoing support of internal and external inquiries, tasks, and deliverables

Excellent time management skills to meet all deadlines

Attention to detail and uncompromising focus on quality.

Experience with the administration of GSA schedules ideal

The ideal candidate will have an interest in areas relating to space, spaceflight technologies, and / or human exploration.

Minimum 12 months work experience in contract administration desired

Additional Information

You'll collaborate with an elite, creative team of scientists,

engineers, analysts, operations specialists, policy experts, and acquisition

support specialists. We attract people who love their work and are dedicated to

the complex challenges facing today's world. Our culture fosters engagement and

enthusiasm, attracts and retains proven experts, and maintains a flexible

environment that supports clients and staff.

We support your life outside of the office, too, with benefits including :

Highly competitive medical insurance and multiple plans to choose from

Dental and vision insurance plans

Tuition assistance

Eight paid hours a year that you can devote to charity

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