Senior Executive Assistant

Senior Executive Assistant at Civility Management Solutions

We are seeking a highly organized and experienced Senior Executive Assistant to provide top-level support to our Senior Level executives. In this role, you will be responsible for managing schedules, coordinating meetings, handling confidential information, and ensuring the smooth operation of the executive office.

Key responsibilities:

• Manage executives' calendars, appointments, and travel
• Coordinate meetings and prepare necessary materials
• Handle sensitive and confidential information with integrity
• Communicate effectively with internal and external stakeholders
• Assist with special projects and initiatives as needed

Day to Day Tasks include (but are not limited to):

• Provide scheduling, organizational, travel and logistical support for executive staff regarding meetings, workshops, conferences, and retreats

• Prepare talking points, briefing papers, and official correspondence, distributing correspondence and program documents

• Maintain contact lists, visitor lists, and calendars

• Prepare materials in support of executives for key meetings, events, conferences, travel, etc. by coordinating with office directors and other appropriate parties on briefers and pre-briefs

• Review documents and correspondence for format, grammar, content, and messaging prior to obtaining Bureau or Office leadership signature

• Maintain electronic and hard copy files in compliance with Agency policy

• Manage schedules for executive staff

• Loge, process, track, and file all incoming and outgoing correspondence

• Receive and respond to incoming calls and visitors

• Ensure briefing and nightly folders for leadership contain all relevant information for the following day’s events and activities

• Draft emails for leadership in response to correspondence. If requested, represent the Front Office in the Administrator’s scheduling meetings

• Arrang travel, including itineraries, transportation, and lodging; assisting in the preparation of travel authorizations and vouchers

• As needed, accompany Leadership and staff on local, domestic or overseas travel to provide administrative and logistics support

• Serve as alternate Point of Contact (POC) for scheduling and coordinating with the Administrator’s Office

• Communicate regularly with all staff to ensure they are aware of major meetings, scheduling changes, and deadlines

• Develop Standard Operating Procedures (SOP)

The ideal candidate will have a proven track record of supporting senior executives, excellent communication skills, and the ability to prioritize tasks effectively. If you are a proactive and detail-oriented professional looking to make a meaningful impact, we would love to hear from you.

Job Requirements for Senior Executive Assistant at Civility Management Solutions

To ensure that your application meets our requirements, please make sure you possess the following qualifications:

• Proven experience as a senior executive assistant or in a similar role
• Excellent organizational and time-management skills
• Strong communication and interpersonal abilities
• Proficiency in MS Office and other office management software
• Ability to prioritize tasks and work efficiently under pressure
• Discretion and confidentiality in handling sensitive information
• Attention to detail and problem-solving skills

Required Skillsets

• Strong verbal and written communication skills

• Ability to organize and plan with a high level of detail

• Ability to organize and manage multiple senior leaders' schedules and travel

• Ability to manage multiple projects and multiple stakeholders

• Proficiency in the use of Google and Microsoft Office Suite is required

• Proficiency in creating talking points, PowerPoint presentations, etc.

• Fluency in English

Education: Bachelor's degree from an accredited college or university in a relevant field and 3-4 years of professional experience, OR High School diploma and 7 years of professional experience. Masters preferred.

Working Environment: Hybrid - two days downtown DC, and three days telework based on the project needs.

Supervisory Responsibility: This position does not have supervisory responsibilities.

Physical Requirements: This is largely a sedentary position that requires the ability to speak, hear, see, and lift small objects up to 20 lbs.

Travel: International, local or domestic travel may be required.

Clearance Required: No

Preferred Skillsets: Experience working in a government agency - USAID and/or US Department of State experience a plus.

Benefits: Medical, Dental, Vision, 401k, Paid Vacation & Paid Sick Days and More...!!!

If your application meets these requirements, we encourage you to apply for the Senior Executive Assistant position at Civility Management Solutions. We look forward to reviewing your qualifications.