Executive Admin Assistant

Job Summary 

The Executive Administrative Assistant (EAA) provides executive-level administrative support to the Chief Compliance and Legal Officer (CCLO) and other senior executives with primary responsibilities in the Washington, D.C. area. The EAA must demonstrate exceptional judgment, discretion, and organizational skills, along with strong initiative to manage a broad range of activities and projects. This position delivers proactive administrative, project management, and organizational support in a fast-paced environment, working with minimal supervision. It requires professionalism, flexibility, resourcefulness, efficiency, and meticulous attention to detail. The EAA will also support the President and CEO as needed and assist senior executives traveling within the D.C. area, collaborating closely with the Assistant to the President and other Executive Administrative Assistants.

Required 

• High school diploma or GED.
  • Minimum of 10 years of executive administrative support experience, including at least five years supporting a General Counsel or working in a legal office (in-house or government).
  •         Demonstrated flexibility and ability to reprioritize tasks and schedules as necessary. Capable of handling multiple projects simultaneously in a timely manner.
  •         Effective teamwork skills with proven commitment to executive support, maintaining confidentiality in handling sensitive information.
  •         Advanced technical aptitude to troubleshoot and resolve issues with VPN, Zoom, Microsoft 365 (Outlook, Word, Teams, PowerPoint, and Excel), and DocuSign.
  •         Proven experience managing and prioritizing complex Outlook calendars, coordinating meetings, travel arrangements, and itineraries.
  •         Strong organizational skills and meticulous attention to detail.
  •         Exceptional grammar, writing, and communication abilities; skilled in proofreading, editing, and drafting correspondence.
  •         Experience coordinating events, including Board of Trustees meetings and related activities.
  •         U.S. Citizen
  •         Must be able to receive a favorable Interim and adjudicated final Department of Defense (DoD) background investigation

Preferred

*        Bachelor’s degree in Business or a related field.
•         Five or more years of experience supporting a General Counsel or legal department (in-house or government).
•         Experience in a healthcare environment.
•         Knowledge of government programs (e.g., TRICARE, VA, Military Health System).
•         Prior military service, a plus.
•         Experience working in a high-profile, fast-paced setting, a plus.

Key Responsibilities 

• Manages daily administrative operations for the CCLO and other senior executives, including scheduling, appointments, travel coordination, calendar management, meetings, expense reports, and file maintenance.
  • Screens calls, greets visitors, and manages correspondence, safeguarding privileged and confidential materials. Responds to routine requests and assists with special inquiries as needed.
  •         Plans and coordinates detailed travel itineraries, including flights, hotels, and ground transportation; prepares travel logs and expense reports.
  •         Handles logistics for internal and external meetings, including setup and teardown.
  •         Drafts, formats, and prepares business and personal correspondence.
  •         Supports senior executives with special projects and written communications.
  •         Maintains effective communication with the Assistant to the President and CEO to coordinate support within the D.C. executive team.
  •         Conducts research and compiles information for reports and summaries as requested.
  •         Serves as the primary point of contact for day-to-day facility-related matters in the D.C. office; ensures adequate office supplies and properly functioning equipment.
• Coordinates onboarding for Executive Members and Consultants, ensuring IT setup, workspace preparation, introductions, and scheduling of initial meetings.
  • Performs other duties as assigned.
  •         Regular and reliable attendance is required.

Technical Skills 

Expertise in business and professional writing, research, data analysis, and customer service. Skilled in Microsoft 365 (Outlook, Word, Teams, PowerPoint, and Excel), VPN, Zoom, DocuSign, and standard office equipment. Exercises discretion and judgment in handling confidential or proprietary matters.

Team-Building / Team Player

Positively influences others, builds group commitment, and works collaboratively to achieve team success.

Organizational Skills

Effectively organizes people and tasks, adapts to shifting priorities, and manages within time constraints and available resources.

Multi-Tasking / Time Management

Prioritizes and manages multiple tasks to meet shifting deadlines in a high-volume, high-pressure environment.

Independent Thinking / Self-Initiative

Critical thinker who focuses on outcomes, works independently, and proactively identifies necessary resources to complete tasks.

Empathy / Customer Service

Demonstrates respect, patience, and understanding while maintaining a customer-focused approach.

Coping / Flexibility

Adapts to various situations and individuals while maintaining professionalism and problem-solving focus.

Computer Literacy

Functions effectively within a Microsoft-based environment, using Word, Outlook, the TriWest intranet, and department applications.

Communication / People Skills

Persuasive and adaptable communicator who listens actively, collaborates effectively, and works well under varying circumstances.

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