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Executive Assistant

Stafford, VA
The Executive Assistant will report directly to the company CEO and be responsible for a wide range of professional and personal responsibilities, problem-solving, and administrative support. This person must have excellent organizational and communications skills and be willing to work as an integral part of a small, hard-working, and leadership team. The highest ethical standards are required.  The Executive Assistant will perform the following duties:
 
ESSENTIAL DUTIES AND RESPONSIBILITIES
  • Complete a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; ensuring the schedule is organized efficiently, prioritizing most important items and resolving all conflicts in advance.
  • Successfully complete critical aspects of deliverables with a hands-on approach, including drafting correspondence, presentations and other tasks that facilitate the CEO's ability to effectively direct the company.
  • Maintain and manage the CEO's calendar and schedule, and coordinate appointments (including calendar invites, food orders, materials, room assignments, etc.), helping CEO track upcoming travel, commitments and deadlines.
  • Work closely and effectively with the CEO to proactively keep him well informed of upcoming commitments and responsibilities, following up appropriately.
  • Coordinate travel including flights and hotels, preparing itineraries, and meetings
  • Prepare and submit expense reports for the CEO’s travel and business purchases.
  • Email triage and mail screening (redirecting inquiries, handling general questions and information requests, follow-ups).
  • Help manage CEO card writing, anniversary gift and birthday gift program.
  • Assist CEO with purchase, management, wrapping and mailing of company gifts. 
  • Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature; determine appropriate course of action, referral, or response.
  • Effectively manage a variety of special projects for the CEO, some of which may have organizational impact.
  • Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion.
  • Establish and maintain effective working relationships with company directors and project managers.
  • Participate in organizational planning and implementation processes as assigned.
  • Event planning support, such as vendor coordination, bookings, and quotes (i.e. venue, F&B, swag). *
  • Serve as office manager supervising the office administrator and providing back up at the front desk for client visits.
  • Miscellaneous business tasks the EA may be asked to execute include (but not excluded to):
    • Planning the Firm’s annual offsite (post-Covid);
    • Ensure cleanliness of the office including COVID safety protocols;
    • Researching vendors and service providers for the company;
    • Stocking kitchen with food for the team
  • Miscellaneous personal tasks such as bill paying, account management and excel spreadsheet development.
EDUCATION & EXPERIENCE
  • Bachelor’s degree in Business Administration, or related field, preferred.
  • A minimum of (3) years of experience as an Executive Assistant supporting a C-Level executive.
CORE SKILLS/COMPETENCIES
Required Knowledge, Skills and Abilities
  • Stellar interpersonal skills and the ability to build relationships with company stakeholders, including staff, leadership, customers and external partners.
  • Strong analytical, organizational and time management skills that reflect ability to perform and prioritize multiple tasks seamlessly.
  • Proven ability to act with discretion and maintain complete confidentiality.
  • Ability to multi-task, deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests.
  • Demonstrated initiative, flexibility, and ingenuity with the ability to effectively achieve organizational established goals and objectives.
  • People-oriented with excellent organizational and communication skills (interpersonal and written)
  • Exceptional attention to detail and accuracy.
  • Polished, courteous and professional demeanor in dealing with all situations.
  • Highly resourceful team-player, with the ability to also be independently effective.
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
  • Forward looking thinker, who actively seeks opportunities and proposes solutions.
  • Experience working with government contracts and/or military services preferred.
  • Ability to thrive in a fast-paced, customer service and collaborative team environment.
  • Proficient in computer applications such as Windows and MS Office.
  • Reliability during and after business hours to assist CEO as needed (reasonable work/life balance)
WORKING CONDITIONS
  • Subject to frequent interruptions
  • Capacity to sit for extended periods of time and maintain focus in an office environment.
  • Ability to climb stairs, as the building does not have elevator access.
  • Daily travel in local area during workday (including use of personal vehicle).
  • Qualification as an authorized company driver is required.
  • All authorized company drivers must have a valid driver’s license, current automobile insurance, and a driving record that is acceptable to the company’s auto insurance provider.
SPECIAL POSITION NOTATIONS
  • Requires 0% - 5% travel
Corps Solutions is a Drug Free Workplace and Equal Opportunity/Affirmative Action Employer. All hiring decisions are based on nondiscriminatory factors without regard to race, color, religion, disability, national origin, sex, pregnancy, childbirth, or related medical conditions, marital status, age, veteran status, genetic information, sexual orientation, gender identity or any other class protected by law. In addition, Corps Solutions engages in affirmative action efforts, where appropriate, to employ, train and promote qualified minorities, women, the disabled, disabled veterans, newly separated veterans or other protected veterans. This organization participates in E-Verify.  If you require assistance applying for any currently open online position, please contact a Corps Solutions representative at careers@corps-solutions.com.

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