Executive Assistant - Remote
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AI Summary
Provide high-level administrative support to senior directors within the Defense Services Division, including complex calendar and travel management. Responsible for coordinating executive communications, facilitating leadership meetings, and implementing administrative process improvements.
Modern Technology Solutions, Inc. (MTSI) is seeking an Executive Assistant to support our Defense Services Division. This position is 100% remote however occasional travel may be required.
Currently conducting high-level search for an Executive Assistant to support business unit senior directors within Defense Services Division (DSD) of a mid-sized ($1B annual revenue), 100% Employee-Owned company providing high quality services and solutions to the aerospace, defense, and intelligence markets.
The Executive Assistant will primarily support the DSD business unit senior directors, as well as other Division executive leaders across dispersed geographic locations, and be responsible for assisting on a diverse set of matters and projects. This is a fast-paced environment and requires a strong multi-tasker responsible for a variety of tasks in addition to high agility, attention to detail, professionalism, and comfort in a rapidly changing environment.
Major Duties and Responsibilities:
- Manage and organize multiple executive calendars; understand required schedule trade-offs and division/company priorities and execute accurate scheduling to maximize executive efficiency.
- Facilitate and schedule senior leader/executive appointments and meetings; this will require close coordination with other company leaders, external business and government leaders, and their executive assistants.
- Execute and maintain proper protocol procedures/expectations for Division and business unit stakeholders.
- Plan, organize, and facilitate required business unit and division leadership in-person and virtual meetings.
- Schedule and track welcome calls/meetings of new division employees with appropriate business unit senior director; provides appropriate background information in preparation for the meetings.
- Plan and arrange travel schedules for business unit senior directors; prioritize travel arrangements to maximize senior leader/executive efficiency and availability, to include scheduled and nonscheduled transportation services.
- In coordination with DSD EVP EA, tracks business unit senior director site visits and employee engagement activities.
- Maintain and coordinate required executive communications with internal/external customers.
- Manage and organize professional correspondence; produce PowerPoint presentations, Word documents, and Excel spreadsheets as needed/requested.
- Facilitate presentations for key business unit meetings. Secure presentation inputs/materials from others and integrate into proper presentation templates for a cohesive and compelling briefing. Capture notes and action items from meetings and follow up on the action items. Coordinate real-time Information Technology (IT) support, when required, and host slide presentations.
- Create and maintain shared online files for important documentation.
- Proactively analyze business unit and Division administrative processes, formulate and implement process improvements to reduce redundancies and improve accuracy and efficiency.
- Closely coordinates business unit activities with Division EVP EA; provides backup support as needed
- Manage and track business unit taskers; compiles and reviews responses prior to submission to Division leadership.
- Manages spot bonus program at business unit level; works with business unit senior director to draft appropriate recognition letters and submit to Division EVP EA.
- Assists with setting up events to include conferences, training sessions, and in-person meetings/tours/dinners with both internal and external stakeholders as required.
Qualifications:
- Must have at least 20 years’ experience in executive administration/support, to include in-depth experience with military and business executive protocol.
- Must have strong verbal and written communications skills.
- Ability to work in a team environment while demonstrating excellent initiative and personnel interaction.
- Polished and professional demeanor and communication style.
- Ability to work in a fast-paced environment and adapt to frequent changes.
- Self-motivated, proactive, and able to work on projects alone or in a group setting.
- Ability to handle confidential information with discretion and unquestionable integrity.
- Must be highly proficient in spreadsheet, presentation, and email software such as MS Word, Excel, PowerPoint, and Outlook.
- Possess and use strong conflict resolution skills, ability to adapt to rapidly changing schedules/requirements, and be skilled with operating in a multi-tasking environment.
- Must have outstanding organizational skills, attention to detail, and interpersonal skills.
- Candidate must be of the highest moral character, with the utmost discretion.
Desired Skills:
Previous experience as an executive officer/protocol officer supporting a geographically dispersed military organization.
Education Requirements:
Bachelors degree in business administration or related field.
Security Clearance:
Active Top Secret clearance preferred. Candidates with an Active Secret clearance may be considered.
Travel:
Up to 15% travel anticipated.
U.S. Citizenship is required.
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