The Executive Assistant provides comprehensive administrative support to the assigned executive(s) and work group. This role performs a variety of routine and non-routine administrative, clerical, data collection, and reporting tasks in accordance with established procedures. The Executive Assistant works under the direction of a supervisor or manager, particularly on complex or non-routine assignments, and plays a key role in ensuring the smooth operation of day-to-day activities.

Key Responsibilities

Administrative & Clerical Support

• Prepare, edit, and format correspondence, presentations, spreadsheets, and reports, including narrative-style documents and graphical summaries.
• Answer and route telephone calls; take and relay messages in a professional and timely manner.
• Receive, sort, and distribute mail and other incoming communications.
• Draft routine correspondence and reports that do not require the direct attention of the supervisor.

Data Management & Reporting

• Collect, review, and consolidate statistics and general data into established reports for use within and outside the unit.
• Develop new reports or revise existing reports as directed (in spreadsheet, graphical, or narrative formats).
• Verify data accuracy, including reconciling supplier invoices against file copies and other documentation.
• Distribute reports as directed by the immediate supervisor.

Timekeeping & Attendance

• Review employee time reports to verify accuracy of hours worked and Job#/WBS charges.
• Follow up on discrepancies and ensure timely processing of corrections.
• Track paid-time-off (PTO) hours and maintain schedules of planned absences.

Employee & Resource Records

• Maintain employee directories and related data for staff assigned to the unit, including company resumes and role changes.
• Establish and maintain records of equipment, including service logs and maintenance dates.
• Initiate service requests for office equipment as needed.

Budget & Operational Support

• Assist in gathering basic data for preparation of the unit’s overhead budget.
• Prepare recurring budget-related reports as directed.
• Produce preliminary reconciliations and support financial tracking activities.

Facilities & Space Coordination

• Coordinate physical space requirements for the unit, including seating plans and workspace allocations.
• Initiate requests for PCs, telephones, and other office equipment for new or transferring staff.
• Update the Corporate Directory and related systems to reflect staffing and location changes.

HR & Staffing Support

• Work closely with the immediate supervisor to monitor the timeliness of performance appraisals.
• Prepare documents related to personnel actions (e.g., promotions, transfers, and other HR-related changes) as directed.
• Gather information and periodically prepare occupancy or staffing reports by project or unit.

Other Duties

• Provide direction to lower-level clerical/administrative employees as needed.
• Perform other related responsibilities appropriate to the role and unit requirements.

Key Relationships

• Supervision Received:

  • Reports to a Supervisor or Manager.

• Supervision Given:

  • Provides day-to-day guidance and direction to lower-level clerical/administrative staff (no formal management responsibility).

• Internal Contacts:

  • All employees within the assigned work group and/or project teams.

• External Contacts:

  • Clients, suppliers, and government agencies, as directed by the supervisor or manager.

Education & Experience

• High school diploma or equivalent required.
• 6 years of progressive administrative or executive assistant experience, preferably in a fast-paced, professional office environment.

Skills & Competencies

• Proficiency in MS Office Suite, with strong skills in Microsoft Word, PowerPoint, and Excel.
• Ability to analyze and refine operating practices to improve workflow and efficiency.
• Strong attention to detail and accuracy in documentation and reporting.
• Exceptional oral and written communication skills.
• Superior organizational skills, with proven ability to manage multiple priorities and meet deadlines.
• Demonstrated ability to work independently while maintaining effective collaboration with team members and leadership.