A PRENTICE RAY & ASSOCIATES LLC

Compensation

Full Description

Benefits: - 401(k) - Employee discounts - Health insurance - Paid time off - Dental insurance The Executive Assistant will provide comprehensive administrative and operational support to senior leadership and program personnel. The ideal candidate will be highly organized, detail-oriented, professional, and comfortable managing multiple priorities in a fast-paced federal environment. Key Responsibilities Executive and Administrative Support - Manage leadership calendars, appointments, meetings, conferences, and competing priorities. - Provide reminders regarding upcoming appointments, commitments, deadlines, and required actions. - Prepare briefing materials, reports, presentations, memoranda, letters, and other executive-level documents. - Track commitments and follow up with staff to support timely completion. - Research, gather, and summarize information from organizational files and records. - Receive and screen visitors and telephone calls, determine the nature of inquiries, and direct individuals to the appropriate point of contact. - Maintain professional reception coverage during established business hours. Correspondence and Records Management - Receive, review, categorize, route, and track incoming and outgoing correspondence. - Draft, proofread, edit, format, and finalize official correspondence and reports. - Review documents for grammatical accuracy, factual correctness, completeness, and compliance with established federal and organizational standards. - Route correspondence through the appropriate review and signature process. - Maintain correspondence databases, official files, reproducible master copies, attachments, and supporting documentation. - Archive, retain, purge, and dispose of records in accordance with applicable requirements. - Apply approved federal and Joint Staff formatting requirements to correspondence, awards, reports, and executive-level documents. - Track internal and external taskers, action items, evaluation deadlines, and program milestones. Travel Coordination - Coordinate official travel activities and assist personnel with preparing travel authorizations and vouchers using the Defense Travel System. - Monitor the timely submission of travel authorizations and post-travel vouchers. - Maintain accurate records of pending, submitted, and completed travel actions. - Update internal travel trackers and provide status reports. - Review travel documents for accuracy and compliance with applicable travel regulations. - Assist travelers with resolving documentation, reimbursement, and other travel-related issues. - Analyze travel data and assist with quarterly travel-cost projections and funding estimates. Personnel and Office Management - Maintain personnel check-in and check-out documentation. - Update personnel accountability records and related tracking systems. - Schedule conference rooms and distribute meeting invitations and notifications. - Prepare administrative forms and provide general office support to employees, customers, and authorized visitors. - Maintain visitor logs and other facility-related administrative records. - Serve as a liaison among internal and external stakeholders to resolve issues and improve information sharing. Procurement and Supply Support - Collect, consolidate, and prioritize requests for office supplies, equipment servicing, facility support, and other organizational needs. - Assist with preparing procurement justifications and Government Purchase Card documentation. - Verify requested items and supporting information before procurement packages are submitted. - Coordinate the receipt and acceptance of supplies and services with authorized personnel. - Maintain supply inventories and analyze usage to support future purchasing decisions. Preferred Qualifications - Previous executive assistant, administrative support, program support, or office management experience. - Experience supporting senior leaders in a federal, military, or government-contracting environment. - Experience with the Defense Travel System and official travel regulations is strongly preferred. - Excellent written communication, proofreading, editing, and document-formatting skills. - Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint. - Strong calendar management, records management, customer service, and organizational skills. - Ability to exercise sound judgment, protect sensitive information, and work independently. - Ability to meet all applicable requirements for access to the federal worksite.