Senior Executive Assistant

Project Enhancement Corporation (PEC), and its team of consulting firms, focus on providing Project Management and specialized technical consulting services in the areas of emergency operations, nuclear incident response, nuclear safety, worker safety and health, quality assurance, environment as well as materials and facilities disposition within the DOE and commercial power industry. The team is comprised of the following firms: PEC, Centaur and MAS, each offering its own comprehensive and competitive compensation and benefits package.

Location:      Department of Energy (DOE) Headquarters, Germantown, MD

We are seeking a Senior Executive Assistant to support one of our federal clients at the DOE. Candidates may be available to report in person to the Germantown facility, semi-regularly 1-2 days a week on an as needed basis.

Responsibilities:

• Produce and assist in the production of high visibility documents both internal and external to DOE, including but not limited to interagency, U.S. Congressional, and international documents to ensure accuracy, consistency, and adherence to established standards set by the office.
• Review documents to ensure proper grammar, spelling, punctuation, and formatting.
• Revise documents as necessary to correct grammar, spelling, punctuation, and formatting and ensure clarity, coherence, and professionalism following the standard established for the office.
• Draft, review, and edit correspondence, such as e-mails, memos, and other forms of written communication.
• Edit and transmit weekly report submissions in accordance with established procedures.
• Perform highly complex and routine administrative duties including day-to-day operations and forward-planning for internal and external events, as well as assisting with maintaining office-specific spreadsheets and files.
• Organize, facilitate, and attend meetings, and record high level notes, as required.
• Plan, coordinate, and confirm logistical support (transportation, badges, security clearance paperwork, audio visual support, etc.) for events which involve handling of sensitive information, as needed.
• Make travel arrangements for senior leadership.
• Provide administrative support to senior leadership, including managing schedules, office visits, briefing material, and other assigned tasks.
• Schedule, maintain, and monitor multiple calendars to include resolution of conflicting priorities and orchestrating changes, as needed.
• Assist in the coordination, verification, and scheduling of meetings for senior leadership with government officials, staff, contractors, and academia personnel.
• Acquire, assemble, and input federal employees time and attendance into the applicable payroll system.
• Research and gather data.
• Distribute mail.
• Answer and direct telephone calls.
• Maintain action tracking systems, records, and office telephone directories.
• Assist with ordering supplies and maintain paperwork of incoming supplies.
• Work closely with the client to ensure all deadlines are met.
• Maintain communication with various contacts within the client’s work sites.
• Other duties as assigned.

Required Qualifications:

• Must possess a high school diploma or state equivalent and 12 years of administrative experience, or a bachelor’s degree from an accredited university and 10 years of administrative experience.
• Must possess senior executive administration experience in a high-profile environment such as a law firm, corporate level (C-Suite), or senior government official setting.
• Experience in office administration and records management activities.
• Experience in performing executive office type activities such as word processing; correspondence preparation; editing; meeting, staff, and executive scheduling.
• Experience and demonstrated ability in state-of-the-art word processing, spreadsheet, and graphics programs, electronic mail, computer based scheduling and other office related computer programs.
• Demonstrated ability to handle and prioritize multiple tasks and subject areas.
• Must be customer service oriented, experienced in interacting directly with clients and possess the ability to foresee client’s needs and provide solutions and recommendations.
• Must possess exceptional analytical capabilities.
• Must possess exceptional written, oral, and interpersonal skills.
• Ability to understand and follow complex directions/instructions.
• Willingness to work in an environment that changes rapidly and requires occasional variance in hours.
• Must be a detail-oriented self-starter and can work independently.
• Ability to perform work in an office environment, including extensive use of computers.
• Maintain initiative, flexibility, and cooperation in a team environment.
• Demonstrate strong customer service while interacting directly with clients and the ability to foresee client’s needs and provide solutions.

Required Qualifications:

• Government experience.
• Knowledge of DOE sites and types of operations.
• Familiarity with DOE program office procedures and tracking systems.
• Experience with EDOCs or similar electronic document management systems used by the Federal Communications Commission.
• Proficiency in the use of Microsoft software products.