Executive Secretary, Administrative Assistant

Job Description

ABOUT JOB

Primary Responsibilities:

• Manage the day-to-day administrative affairs of client leadership and designated program offices.
• Draft and edit correspondence and official issuances for internal and external distribution.
• Maintain and update a style guide aligned with client branding and communication standards.
• Draft, review, and edit agency-wide policies, memoranda, guidance documents, and other official communications.
• Maintain and organize document libraries, templates, and shared resources for agency communications and administrative operations.
• Maintain calendars, schedule meetings, and coordinate appointments while ensuring effective time management for leadership.
• Prepare meeting agendas, briefing materials, presentation materials, and meeting minutes.
• Accurately enter and maintain information in databases and tracking systems.
• Exercise basic to intermediate formatting skills for a variety of reports, presentations, and spreadsheets.
• Draft email responses and general correspondence on behalf of leadership and program staff.
• Compile inputs and organize a variety of reports and written deliverables.
• Maintain stakeholder email distribution lists and communication channels.
• Assist with coordination of interviews, meetings, panels, and other engagements involving internal and external stakeholders.
• Support travel, training, and reimbursement coordination for staff as required.
• Ensure effective document management, version control, and records organization.
• Develop written products and correspondence demonstrating mastery of grammar, spelling, punctuation, and professional tone.
• Communicate consistently with a high degree of professionalism, diplomacy, and discretion in a fast-paced federal environment.

Minimum Qualifications:

• Minimum 5 years of professional writing and editing experience, including at least 3 years drafting official memos, policies, and internal/external correspondence.
• Minimum 5 years of experience in administrative coordination, executive support, project management, or related roles, with the ability to work effectively under tight deadlines.
• Minimum 5 years of experience entering information into databases or tracking systems and developing reports or presentations.
• Bachelor’s degree in communications, public relations, marketing, data analytics, business administration, or a related field.
• Demonstrated proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong organizational and documentation management skills.
• Strategic thinker with strong analytical and problem-solving abilities.
• Ability to manage competing deadlines and multiple priorities in a fast-paced environment.
• Experience supporting complex federal government programs or communications initiatives.
• Experience coordinating with diverse internal and external stakeholders.

Desired Qualifications:

• Strong critical thinking, analytical and time management skills.
• Proven ability to organize, prioritize and work well with others.
• Ability to communicate thoughts, ideas and solutions logically both written and orally.
• Ability to stay calm under pressure and in a fast-paced environment.
• Ability to receive feedback from clients and implement changes quickly and effectively.
• Ability to get up to speed quickly on complex issues.
• Desire to work in a fast-paced, rapidly evolving environment.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

#PA2ASSISTRevolution
#GlobalAssistantConnect
#BusinessEmpowerment
#VirtualPAPlatform #SkillMatchmaking
#EfficientAssistance
#QualityServiceConnection
#SimplifyDelegateThrive
#PA2ASSISTImpact
#EmpoweringCollaboration