Executive Assistant to CEO

  • Full-time

Company Description

Citizant is a progressive government contractor with a 19-year track record of delivering high quality business and technology services to Federal, State, and Local government agencies. We are a dynamic, talented team that enjoys having fun while diligently working to create a better future for our employees, customers, and partners.

Job Description

The company seeks a responsible and experienced Executive Assistant to support its CEO with a variety of strategic and tactical corporate initiatives. You will be responsible for schedule management, office management, communication liaison, information preparation, company records management, data analysis, and representing the CEO and Citizant to others. Additionally, you will provide high-quality administrative and clerical assistance to top-level executives, such as our CFO, Director of Operations, and other senior managers.

The position requires someone that is positive, energetic, detail-oriented, and professional to care for our employees and customers, and to support the CEO’s number one strategic priority – growth. To be successful in this role, you should be proactive, communicate clearly and regularly, meet deadlines with enthusiasm, and be able to complete tasks to high-levels of satisfaction with little guidance and oversight. Work is generally independent and collaborative in nature.

Our ideal candidate has previous experience as an Executive Assistant and is adept with a broad range of office management technologies. Ultimately, you should be able to identify and address the needs of executives and senior managers and perform administrative tasks to ensure that Citizant’s workflow runs smoothly.

Qualifications

• Provides administrative support in a variety of functions focused on increasing efficiency of the CEO and enabling productive interactions with internal and external stakeholders
• Reviews, prioritizes, directs, and delegates a wide variety of complex and confidential requests that are presented to the CEO for consideration
• Summarizes, prioritizes, and researches information into a concise and usable format for the CEO to review
• Responds to or routes priority or confidential inquiries from external and internal sources with correspondence or other messaging on behalf of the CEO
• Creates or directs creation of reports, charts, budgets and other presentation materials for the CEO
• Creates regular reports, updates internal databases, and distributes status reports in advance of all meetings
• Coordinates high level projects, travel arrangements, and meetings
• May plan and schedule work and direct other staff to deliver support
• Has a broad knowledge and understanding of the company's operations and business objectives and adheres to company’s policies
• Reflects the company’s values and is always respectful of cultural norms
• Contributes to moderately complex aspects of a project
• Act as the point of contact between the CEO and the company’s senior managers, employees, partners, and customers
• Coordinates the CEO’s daily calendar; plans and proactively de-conflict appointments and events; and schedules and maintains corporate meeting rhythm
• Supports office readiness and provides administrative support for meetings and events, including Board Meetings and events
• Makes travel arrangements and files expense reports
• Manages phone calls, emails, and written correspondence
• Responds promptly to managers’ queries
• Facilitates internal communications (e.g. distribute information and schedule presentations)
• Suggests more efficient ways to run the office and troubleshoots malfunctions
• Ensures that CEO’s technology, devices, and tools across multiple offices and locations are running smoothly at all times
• Reviews and recommends changes to company policies that enhance collaboration, enable transparency, and strengthen team dynamics
• Supports all manner of employee care initiatives
• Demonstrates understanding of and respect for corporate values in all forms of communications and interaction

Minimum Requirements:
• Associate’s degree
• 10 years of experience as an Executive Assistant, Executive Administrative Assistant, or similar role
• 10 years of experience with MS Office Suite (Outlook, Word, PowerPoint, Excel)
• 5 years of experience leveraging SharePoint 2010 or above for library management
• Meticulous detail to spelling and grammar in communications
• Knowledge of office procedures
• Familiarity with online calendars and cloud systems
• Experience using office equipment, including printers and fax machines
• Strong and positive interpersonal and communications skills (via phone, email, and written correspondence)
• Excellent organizational skills with an ability to think proactively and prioritize work
• Experience exercising discretion and confidentiality with sensitive company and personal information
• Driven to complete tasks in a timely manner
• Proactive and self-motivated
• Drama-free and able to adjust rapidly to changing priorities
• Flexible in adopting communications and delivery approach to enable best fit for CEO
• Willing and able to support all corporate events and initiatives
• Availability to work more than 40 hours/week when necessary to ensure successful task completion
• Diligence, attention to detail, positive, can-do attitude
• Must love working with people and doing good things for others
• Skilled at creating positive work environments and experiences

Desired Skills:
• Avid interest in exploring the use of technology to enhance communications and collaboration
• Experience with business process improvement initiatives
• Relevant professional experience in the Federal Government marketplace
• Experience maintaining or updating corporate Social Media platforms such as Facebook, LinkedIn, and Yammer
• Experience with Deltek, SmartRecruiters, Salesforce, GovWin, and other sales and market intelligence tools
• Experience as a Personal Assistant or Event Planner

Additional Information

Citizant strives to be an employer of choice in the Washington metropolitan area. Citizant associates accept challenging and rewarding work and in return receive excellent compensation and benefits, as well as the opportunity for personal and professional development.

Citizant is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.

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