Sonalysts, Inc. is seeking a Senior Executive Assistant who will be the heartbeat of an office at the Washington Navy Yard that supports multiple defense-orientated projects. Your advanced organization, prioritization, and “big-picture” thinking will enable executive level success in systems that directly contribute to the safety and security of our nation. Your ability to anticipate needs and act proactively will allow you to thrive in this position.
What you will be doing
You will act as the Executive team’s right-hand partner, orchestrating schedules, communications, and information flow so leadership can focus on strategic decision-making. You will enable sound technological analysis through professional technical integration of all office and personnel resources. Responsibilities include, but are not limited to, the following:
Strategic Calendar Management
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- Own the Director’s and Deputy Director’s full schedule; internal and external
- Integrate and deconflict with the Technical Director’s schedules
- Prioritize conflicting requests, manage and adapt to short notice changes
Executive Travel Coordination
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- Arrange itineraries, flights, lodging, and ground transportation
- Manage travel orders and expense vouchers
- Submit Visit Requests for classified events
- Compile logistical information for all visited locations
Executive Level Communications
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- Draft, edit, and disseminate classified and unclassified correspondence
- Receive and route incoming correspondence and formal technical products
- White paper development and delivery for proposed tasks
Manage Information and Data
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- Maintain records of received documentation and data
- Support maintenance of the Program Technical Library
- Control classified documents, records, and packages
- Maintain repositories, checklists, procedures, and documentation libraries
- Transfer approved data from classified and unclassified networks
- Participate in the preparation of briefing materials for senior leadership oversight groups
Coordinate meetings, reviews, and other internal/external events
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- Set agendas, circulate read-aheads, and track follow-ups
- Coordinate decision briefs
- Determine and execute meeting logistics and facility preparation
- Submit, monitor, and coordinate classified visit access requests
- Verify GENSER clearances of visitors
Office Management
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- Provide senior administrative services to Technical Directors and Program Managers
- Manage logistics of facilities to include GENSER and SCI spaces
- Coordinate cleaning and maintenance schedules
- Manage reportable equipment inventories
- Coordinate IT services and equipment
- Manage facility and supply purchases
What’s in It for You
- Providing important support to various projects and key systems to our nation’s defense
- Salary ranges between $85,000 - $125,000, dependent on experience, qualifications and other relevant business criteria.
- Hands-on experience with real-world defense projects and innovative technical teams.
- Becoming an integral part of an innovative employee-owned company which includes:
- Flexible Time Program enabling an optimal work-life balance by permitting partners to arrange their work around personal appointments, parent-teacher conferences, children’s activities and the like, so long as the partner gets the job done on-time.
- Paid Time Off
- 401(k) Plan with company match
- Employee Stock Ownership Plan (ESOP)
- Sales Bonus Program
- Special Performance and Retention Bonus Program
- Health and Dental Insurance
- Dependent Care Assistance Plan
- Health Care Reimbursement Plan
- Employee Referral Bonus Program
- Professional Development through Tuition Reimbursement Program, Online Training Program and Targeted Skills Program
- Relocation Assistance
Required Qualifications:
- Bachelor’s degree in Business Administration, Business Management, Communications, Public Relations, Engineering Management, or other related field OR ten years of equivalent experience in Executive level support
- At least five years of experience in Executive level support
- Experience in using MS Office tools (Outlook, Word, Excel, Powerpoint, Teams, etc)
- Experience in managing and coordinating travel
- Must be a U.S. citizen, possessing a U.S. Department of Defense (DoD) SECRET clearance and eligible for a TOP SECRET clearance*
Strongly Desired:
- Professional Certifications such as Certified Administrative Professional (CAP), Project Management Professional (PMP), or Microsoft Office Specialist (MOS)
- Experience in using the Defense Travel System (DTS)
- Experience in using Microsoft Sharepoint
- Experience in using the Defense Information System for Security (DISS)
- Certification as a Data Transfer Agent
- Strong communication skills both written and verbal
- Strong business writing and editing; ability to craft executivelevel products
*Obtaining a U.S. Government security clearance involves a comprehensive background check. Candidates are eligible for a clearance if they have demonstrated sound financial management (including good credit) over time, are free of criminal records, have limited foreign contacts or ties, and other factors indicative of a position of trust to protect information sensitive to the U.S. Government.
