Executive Administrative Assistant

Key Responsibilities

• Executive Scheduling & Calendar Management: Manage complex executive Outlook calendars, coordinate conference rooms, schedule high-level briefings, and oversee audiovisual/video teleconference setup.
• Executive Communications & Note-Taking: Attend strategic meetings, capture detailed notes, monitor and manage executive email correspondence, and prepare professional briefing materials and presentations.
• Administrative & Travel Coordination: Coordinate comprehensive administrative workflows, including domestic and international executive travel logistics, timekeeping, and functional unit budget tracking.
• Project & Operations Support: Perform project management duties, assist in office relocation and event planning, and determine methods of data collection and analysis for assigned special projects.
• Process Improvement & Documentation: Support the drafting and refinement of standard operating procedures (SOPs), onboarding documentation, and administrative process guides.
• Records Management: Maintain organized digital and physical filing systems, ensuring compliance with federal recordkeeping standards and data privacy requirements.
• Independent Execution: Exercise professional judgment and initiative to resolve non-routine administrative challenges with minimal direction.

Required Experience/Clearance

• Bachelor’s Degree (Business Administration, Management, or related field preferred). Four (4) years of additional work-related experience may be substituted for a Bachelor’s Degree.
• 12+ years of professional, work-related administrative support experience. A Master’s Degree may substitute for two (2) years of experience.
• Software Proficiency: Advanced proficiency in Microsoft Office Suite, with specialized expertise in Outlook and PowerPoint.
• Communication Skills: Demonstrated superior written and verbal communication skills, including professional correspondence and briefing preparation.
• Adaptability & Initiative: Proven track record of independently prioritizing tasks, managing shifting deadlines, and exercising discretion and tact in an executive environment.

Desired Experience

We encourage all candidates who meet the basic requirements to apply, even if you do not have any of the following experience:

Prior experience providing administrative support within the Department of Energy (DOE) or other federal executive agency headquarters.

Familiarity with federal travel regulations (e.g., Concur/E2 Solutions) for complex domestic and international itineraries.

Experience handling sensitive or classified information within a government environment.

Background in developing executive-level SOPs, workflows, and process documentation.