Executive Assistant

Description

Tribal Tech, LLC is an American Indian SBA certified 8(m) woman-owned small business, headquartered in Alexandria, VA. We provide a diverse range of management and technical consulting services in the health/wellness, energy and education realm to federal agencies, state government, American Indian/Alaska Native tribes, and private businesses. Our staff operates with the highest standards and principles that support legal and ethical business practices. Our guiding principles of People, Performance and Partnership embody an environment where employees are empowered and can flourish, and clients may fully benefit from our specialized capabilities.

SUMMARY OF RESPONSIBILITIES: The Executive Assistant reports directly to the CEO/President at the Tribal Tech Corporate Headquarters. The Executive Assistant works independently and contributes to the efficiency of the business by performing a wide range of complex and confidential administrative support duties including scheduling meetings for leadership, compiling a daily briefing book, preparing written weekly reports, and traveling arrangements. Requires excellent communication, interpersonal skills, and the ability to provide information and service to a wide range of internal and external contacts. Requires some knowledge of federal government contracting and corporate policies and procedures. This job description is intended to describe the nature and level of work being performed by people assigned to this position. It is not to be construed as an exhaustive list of all responsibilities and duties required of the individuals working in this position.

Duties and Responsibilities:

• Serves as the administrative representative for Executive Leadership. Maintains strict confidentiality when necessary.
• Manages executive calendars, including scheduling meetings and prioritizing the most sensitive matters.
• Provide onsite administrative support for Executive Leadership including scheduling meetings, note taking, preparing meeting minutes, and other administrative support at meetings as required.
• Gather documents or other information to prepare for meetings and coordinating travel arrangements.
• Follow timelines and meet strict deadlines of all deliverables.
• Organize team communications and plan events both internal and offsite.
• Draft and edit briefing materials for style, content, format, and consistency.
• Compose correspondence including e-mails, letters, agendas, PowerPoint presentations and Excel spreadsheets paying attention to proofreading, formatting, editing, and branding documents into client ready deliverables.
• Coordinate to finalize materials and distribute. Maintain copies of all materials produced.
• Responsible for file organization and e-filing documents.
• Maintain databases of tasks and contents.
• Conserve the Executive's time by reading, researching, collecting, and analyzing information as needed, in advance.
• Maintain a calendar of events, sending reminders, and organizing when necessary.
• Handle company conference and event logistics, including booking rooms, assisting with travel arrangements, inviting guests, and coordinating printed materials.
• Serve as the point of contact for duties such as flower and plant watering, mail sorting and distribution, supply ordering and restocking (copier paper, kitchen/refrigerator items, office supply closet, equipment, etc.)
• Assist with Information Technology (IT) tasks (laptop distribution, etc.)
• Organize office procedures.
• Contribute to the achievement of companys strategic and operational objectives.
• Answer incoming office phones calls, check office voicemails, and disseminate information as necessary.
• Other duties as assigned

Skills and Abilities:

• Must be comfortable supporting achievement-oriented executives.
• Able to work in a fast-paced and deadline-driven environment.
• Must have strong written and verbal communication skills.
• Must be self-directed and high motived.
• Excellent organizational & time management skills with demonstrated ability to manage conflicting priorities, multi-task.
• Previous scheduling experience and managing calendars.
• Able to manage heavy workloads and projects, many on a time-sensitive basis, while maintaining accuracy and strong attention to detail.
• Team player with ability to work independently and perform with a high level of autonomy with minimal guidance or review.
• Must be dependable and trustworthy.
• Detail-orientated with strong ability to anticipate needs and problems and act accordingly.
• Ability to demonstrate good judgment/decision making skills and to take initiative.
• Proficiency with MS Outlook, Word, and Excel required; knowledge of SharePoint is highly desired.
• Familiarity with online calendars and cloud systems (Outlook and Trello) preferred.
• Must be able to favorably complete a background investigation.

Education and Experience:

• Bachelors Degree in a related field.
• Minimum of 2 years of relevant work experience in an office environment and/or administrative capacity, working with senior leadership; Federal government experience preferred.
• Experience working on Native American issues or working with other minority and social and economically disadvantaged communities a benefit.

Disclaimer:

The above position description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

Equal Opportunity Employer/Veterans/Disabled

Qualifications