Logistics Management Institute

Executive Assistant to the Chief Operating Officer

US-VA-Tysons
4 months ago
Job ID
2017-1290
# of Openings
1
Category
Administrative/Clerical

Overview

This position is on the staff of a private, nonprofit government consulting firm headquartered in Tysons, VA. This position provides a full range of executive assistance and administrative functions, reporting to and supporting the Senior Vice President & Chief Operating Officer (COO), Service Delivery of LMI.

Responsibilities

  • Manage the COO’s calendar and reconcile expense reports and payments.
  • Support travel needs of the COO; develop itineraries, make reservations, and coordinate with internal/external individuals and groups.
  • Prepare and finalize written materials, including letters, minutes, presentations, and reports requiring special formats.  Produce charts and other presentation materials.  Review, proofread, and edit materials to ensure they are grammatically correct, factual, and in approved format.
  • Schedule internal and external meetings, create ServiceNow visitor requests and reservations of conference space, provide notification to attendees, making catering preparations, and coordinating all arrangements from set-up to completion.
  • Provide administrative support to other members of the Service Delivery management team as needed.
  • Plan, organize, and implement short-term projects.  Prioritize work and independently seek out relevant information.  Coordinate with necessary staff to verify project timelines and schedules.
  • Compile and provide data for reports and projects.
  • Create spreadsheets using Microsoft Excel.
  • Prepare and edit power point presentations.
  • Use Microsoft Word to track editing changes and proofread.
  • Provide back-up support, when needed, to all LMI Executive Assistants and manage executive conference room reservations.
  • Receive and screen incoming mail; make appropriate distribution and/or act on routine administrative matters.  Receive and screen incoming telephone calls and refer to appropriate staff.  Heavy use of telephone to interact with clients and with LMI staff at all levels of the organization. The Executive Assistant is the face of Service Delivery for both customers and business team members of LMI.
  • Attend and support department, project, and team meetings.

Qualifications

  • Bachelor degree or higher preferred.
  • 10+ years of experience as an Executive Assistant in a business environment required. C-suite experience preferred.
  • Strong proficiency with word processing, presentation, and basic spreadsheets. Experience with Microsoft Office programs such as Excel and Power Point required. 
  • Proficiency with photocopy, facsimile, and other general office machines.
  • Excellent command of American English grammar with strong written and verbal communication skills required.  Ability to compose, write, edit, and proofread a variety of internal and external general business correspondence, memoranda, proposals, presentations, and management reports essential. Experience with Microsoft Office programs such as Word, using track changes, required. 
  • Maintain regular, punctual attendance.
  • Strong service orientation providing prompt, courteous, and professional service in a team environment.
  • Strong interpersonal and listening skills; the ability to think ahead, take initiative, and stay up-to-speed with constantly shifting priorities.
  • Strong attention to detail.
  • Able to contribute to a professional work environment by demonstrating integrity, promoting teamwork, and fostering positive communication while balancing team priorities.
  • Able to build and maintain professional relationships throughout the organization.
  • Strong time management skills and ability to coordinate and prioritize projects and assignments with little supervision.  Must be self-directed and detail oriented in completing assigned projects and tasks. 
  • Able to work effectively in a deadline oriented environment is essential. 
  • Able to maintain familiarity with current LMI policies and procedures.
  • Able to work for extended periods of time at PC with heavy use of keyboard to execute tasks.
  • Able to maintain absolute confidentiality in all business matters required.

 

 

SECURITY CLEARANCE STATEMENT:

 

Applicants selected for this position will be subject to a government security investigation and must meet eligibility requirements for access to classified information. For this position, LMI will only consider applicants with current security clearances or applicants who are eligible for security clearances. Please note that only U.S. Citizens are eligible for a security clearance.

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