Executive Assistant

VISTA Technology Services, Inc. (VISTA) is currently seeking an Executive Assistant (EA) to support our NAVSEA customer, reportingonsite in Arlington, VA5 days a week.

TheEA will provide high-level executive assistance and will directlysupportthe program’s Senior Executive Service (SES).They will coordinate the day-to-day activities and administrative functions, and are expected to work with limited direction, executing significant discretion and judgment in all aspects of their role. This position requires an individual with strong attention to detail and administrative, project management, and communications skills as this person must effectively support and communicate with internal and external DoD senior executives across various fields, particularly US Navy.

They should be proactive, self-motivated, and be able to prioritize multiple tasksin a fast-paced and high-demand environment andwill apply their Department of Navy (DoN) program knowledge and experience and utilize standard policies and procedures.

• Provide detailed organization and management of DoN military and civilian leadership’s calendars including organizing travel schedules, prioritizing and scheduling meetings, managing office resources, and completing expense reports
• Communicate and assist with managing and prioritizing the daily workload, adjusting for revised priorities, including preparing briefs, presentations,meeting materials, and maintaining continuity of office in their absence
• Attendsenior level meetings, takeand disseminatenotes, meeting minutes, and action items
• Track, organize, and prioritize action items, taskers, and deadlines
• Proactively identify barriers to progress,develop creative solutions that improve and streamline processes, and initiate/revise Standard Operating Procedures (SOPs)
• Prepare, format, edit, serialize, route, file, and track correspondence and documentation
• Monitor internal and external tasks and requests for information
• Work independently and with a team to effectively manage multiple tasks within a dynamic and fast-pace work environment
• Paystrict attention to detail when composing and proofing materials, establishing priorities, and meeting deadlines
• Leveragenetwork and resources to accomplish objectives swiftly and effectively, participate in or lead team initiatives as needed, and take initiative to improve operations and office best practices within established guidelines
• Utilize DoD Defense Travel Systems (DTS) to make travel arrangements for senior executives
• Utilize Defense Information System for Security (DISS) to coordinate and manage visit requests

• 5+ years of administrative experience as an executive assistant supporting DoN senior leadership in a Program Office and/or at the Pentagon
• Understanding of DoNleadership and knowledge of DoN organization, culture, and terminology
• Experience managing DoN senior military and program leaderships' calendars, meetings, and travel
• Experience working and coordinating with high-level cross-functional teams
• Experience identifyingbarriersand developing solutions that streamline processes and improve program performance to include initiating and updating SOPs
• Experience supporting executive leadership meetings
• Familiarity with DoNRecords Management (RM)
• Familiarity with DoN correspondence guidance
• Knowledge of military protocol and correspondence
• Exceptional written and verbal communication skills
• Strong attention to detail and the ability to conduct quality assurance/quality control on their work and the work of others
• Ability to work under time constraints and resolve problems and conflicts and be flexible in their ability to adapt to ever-changing requirements
• Ability to professionally collaborate, interface, and…