Executive Assistant

Title: Executive Assistant
Pay Range: Negotiable
Report to: Program Manager
Job Location: On-site at the Army Office of Small Business Programs, Pentagon

Job Summary

Halfaker and Associates, LLC is seeking a full-time Executive Assistant for a 4-6 month contract term in support of the U.S. Army Office of Small Business Programs (OSBP) - The services Halfaker will provide are related to the mission critical objectives of the Army’s OSBP commitment to expanding the industrial base through small businesses in support of the Warfighter. 

 

This position requires exceptional administrative skills and prior experience supporting staff at the senior level. A successful candidate for this position must possess excellent written and verbal communications skills and be able to multitask. The person in this position will have frequent interaction with key executives, staff members, and small businesses. The person will need to display excellent Excel and PowerPoint skills as well as required experience with the Defense Travel System (DTS). The Executive Assistant will support the Director of the Army OSBP as well as the Program Managers.

Responsibilities include, but are not limited to the following:Provide administrative support for the Director and Program Managers as assigned. Process correspondence, memorandums, proposals, contracts, reports, meeting notes, presentations, etc., and/or convert computer generated correspondence and reports for final signature or production process to standard specifications.Schedule meetings/appointments and coordinate necessary meeting materials (PowerPoint presentations, marketing material, etc)Provide meeting and conference call coordination.Responsible for making travel arrangements utilizing DTS.Prepare conference rooms for meetings, trainings, etc.Assist with office supply procurement and inventory monitoring when necessary.Answer and triage phone calls.Any other tasks as assigned.



QualificationsExcellent written and verbal communication Professional appearance and presentation Proficient in Microsoft Office including Power Point, Access and Excel Ability to multitask and demonstrate strong time management skills 1-2 years of administrative experience supporting executive level staff (preferred)Seven years of professional experience (preferred)High school diploma, some college preferred Ability to function effectively in a high-paced environment Strong interpersonal skills

Duties and Responsibilities Assist the Program Managers with all conference planning and management aspects.Update the Army OSBP website utilizing the designated website admin tool (no knowledge of html required).Assist with updating the Army OSBP marketing materials (tri-folds, business card cds, displays, etc).Conduct research on the different program areas within the Army OSBP.Update database records (Excel, Access, Website Admin Tool).Compile necessary office correspondence (memos, letters, emails, etc) when needed.Provide small business counseling through various outreach methods.Provide administrative support to associated personnel programs as required.  This may include reviewing forms (e.g., honorary awards) for completeness and conformance to specific directives, generating standardized correspondence, input data, etc. Answer phones, direct visitors to appropriate location, and provide administrative assistance to office staff.

Knowledge, Skills, and Abilities Expert knowledge in MS Office Suite.Excellent written and oral communication skills.Excellent organizational skills and attention to detail.Excellent interpersonal skills.

Credentials and Experience  Associate’s DegreeAt least 1-2 years of related experience Currently possesses or is able to obtain a Secret security clearance