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SUMMARY
The Executive Administrative Support provides analytical and specialized support to the client. This position makes administrative decisions, and takes action on behalf of senior and executive management and the organization.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Acts as primary liaison with administration and various support functions (i.e., Accounting, Human Resources, Security and Facilities).
Directly supports Division manager and/or executive with calendar management/scheduling of appointments.
Responsible for coordinating the implementation of procedures and programs pertaining to administrative specialties.
Prioritizes and carries out special projects and complex assignments using independent judgement and making decisions on behalf of senior and executive management and the organization.
Completes a broad variety of administrative tasks, including taking minutes at meetings, and other meetings as assigned; managing calendar of appointments; composing and preparing correspondence that is sometimes confidential, arranging detailed travel plans, itineraries, and agendas;
Makes travel arrangements (e.g., airline, lodging and transportation reservations) and prepares travel authorizations and vouchers
Implements administrative policies.
Assists incoming and outgoing visitors.
Answers telephone calls and takes and delivers telephone messages.
Prioritizes scheduling and provides support for meetings and video conferencing.
Coordinates, distributes, scans, and files copies of completed correspondence.
Drafts and routes correspondence and packages for comment as requested.
Responsible for aiding in own self-development by being available and receptive to all training made available by the company.
Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.
Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and co-workers. Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions as the best of own ability.
CNI CORE COMPETENCIES
Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.
COMPLIANCE
Promotes and encourages a culture of compliance with all applicable rules (federal, state, local, Federal Acquisition Regulations, Code of Federal Regulations, Prime Contract requirements, etc.) for themselves and the company as a whole. Fosters an environment in which they will report any violations or reasonably suspected violation of CNI policy, FAR, and/or CFR and are comfortable discussing the myriad compliance, conflict, FAR, CFR, etc. issues that arise during the performance of a government contract.
EDUCATION/EXPERIENCE
HS Diploma + 10 years of relevant experience, or Bachelor's degree and a minimum of three (3) years’ relevant experience, or equivalent combination of education/experience.
CERTIFICATES, LICENSES, REGRISTRATION
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Knowledge and use of Microsoft Office Suite and other administrative systems
Demonstrated skill to work in a fast paced environment with senior government officials and effectively interfacing with administrative staff from the Secretary and Deputy Secretary offices
Ability to multitask and manage shifting priorities
Extensive skills in exercising judgment in the absence of direct supervision
Exceptional organizational skills, including keeping track of multiple calendars, tracking meetings and activities and scheduling conferences and business travel
Skilled at being proactive in "strategic" scheduling for senior executives and staff
Ability to quickly and efficiently prioritize scheduling demands, often without specific direction from management
Ability to balance multiple, quick-turnaround, high priority tasks
Ability to manage departmental processes and procedures for travel, foreign visitor access, and other administrative tasks
Ability to use strong communication skills and team work skills, including the ability to process and summarize complex information clearly and succinctly. Effective communication is vital to prevent any misunderstandings and/or misinterpretations
Skilled in IT and office automation (e.g., Microsoft Office and Outlook, including strong PowerPoint and Word skills)
LANGUAGE SKILLS
Ability to read, analyze, and interpret general business periodicals, professiona1journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate hand tools, computers, and/or controls. Required to speak and hear. Frequently required to stand on ladders or objects, walk and stoop, kneel, crouch, or crawl under or behind objects. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. Minimal risk of electrical shock.
Equal Employment Opportunity Statement
All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status.
If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!
