EXECUTIVE ASSISTANT

CLASSIFICATION: Exempt

SECURITY CLEARANCE REQUIRED: Secret

PAY RANGE: $71,274 - $85,528

LOCATION: 31 Rochester Ave. Portsmouth NH 03801

WORK HOURS/DAYS: 8am-4:45pm/Monday-Friday

REPORT TO: Contract Supervisor

EDUCATION/EXPERIENCE REQUIRED:

Department of Defense Secret Clearance
Bachelor’s Degree, and two (2) years of experience; or
Four (4) years serving in a similar capacity reporting directly to a senior management staff member.
Proficient in the Microsoft Suite of Office Products (i.e., Word, Power Point, Excel, SharePoint and Outlook).
Strong organizational, project management and problem-solving skills with proven multi-tasking abilities.
Demonstrated ability to prioritize and manage competing responsibilities simultaneously.

COMPETENCIES:

Strong verbal and written communication skills.
High degree of professionalism in dealing with diverse groups of people.
Ability to complete a high volume of tasks and projects with minimal oversight.
Ability to respond with appropriate urgency to time-sensitive situations and rapidly shifting priorities.
Demonstrated integrity and discretion in handling sensitive, proprietary, or classified information in accordance with applicable security protocols.
Self-motivated with the ability to independently manage workload and maintain performance standards in a fast-paced environment

DUTIES/TASKS:

Executive Operations Management: Provides dedicated administrative support to the senior-level Department of State official and designated staff. Oversees the day-to-day internal administrative operations of the office, including managing workflow, administrative procedures, and correspondence production. Manages the executive's daily calendar, provides a morning briefing of scheduled activities, and delivers timely reminders to ensure preparedness for all engagements.
Travel Management: Creates and manages all complex domestic and international travel arrangements and itineraries, including coordination with destination contacts and managing subsequent changes. Coordinates all logistics for government travel, including booking tickets, hotels, and rental vehicles; estimating per diem; and processing travel vouchers upon return using the E2 Travel Manager System.
Time Keeping: Tracks and reports official duty time and attendance records through Time and Attendance Electronic System (TATEL). Processes and manages overtime and compensation time ledgers, ensuring full adherence to agency policies and applicable regulations.
Communication Control: Schedules meetings and appointments, coordinates executive communications, including taking calls, responding to emails and interfacing with internal and external stakeholders while ensuring compliance with protocol, procedural accuracy, and alignment with agency policies.
Strategic Liaison: Acts as the primary point of contact between the executive and senior-level managers, external agencies and outreach partners. Exercises professional judgment to triage, route, and respond to inquiries on behalf of the executive.
Analytical Support: Conducts research and analysis on program trends to prepare background materials, briefings, and documentation for high-level meetings or conferences.

Skills:
Administrative Procedures, Administrative Skills, Analysis Skills, Calendar Management, Change Management, Communication Skills, Compensation Management, Conferences, Contract Management, DoD Clearance, DoD Secret Clearance, Documentation, Establish Priorities, Executive Assistant Skills , Government, Logistics, Maintain Compliance, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft SharePoint, Microsoft Word, Multitasking, Office Suites, Operations Management, Organizational Skills, Presentation/Verbal Skills, Problem Solving Skills, Project Tracking, Project/Program Management, Regulations, Rentals, Research Skills, Security Protocols, Systems Administration/Management, Telephone Skills, Time Management, Time Tracking, Travel Planning, Trend Analysis, Willing to Travel, Writing Skills

About the Company:
Xtreme Solutions

Xtreme Solutions is an information technology services & solutions provider that is passionate about helping our clients become more innovative and efficient through the application of the latest information technologies. We also provide professional services utilizing our certified subject matter experts. Xtreme Solutions is a woman owned (WOSB), service disabled veteran owned small business (SDVOSB) and is also 8(a) & 8(m) SBA Certified with a GSA IT Schedule 70 contract (GS-35F-0112Y). XSI provides exceptional, quality solutions to businesses of all sizes across a broad range of industries within the commercial, government, and academic sectors. We analyze business processes and design and implement secure, integrated information management systems and services which comply with applicable regulations using our proven business process engineering, modeling techniques, and enterprise architecture methodologies. We are committed to exceeding our customers’ expectations for quality, responsiveness, and professional excellence and we maintain the highest standards of ethical behavior and professional integrity.

Company Size:
50 to 99 employees

Industry:
Computer/IT Services

Founded:
2012

Website:
http://www.xsolutionsinc.com

Xtreme Solutions

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Executive Assistant