Executive Assistant

About the job

FALCATA is seeking an experienced Executive Assistant based in the Huntsville or DC metro area to support the Chief Operating Officer (COO). This position is eligible for telework with the ability to be on site, as required, at any of our major locations in Huntsville, AL or Crystal City, VA.

The Executive Assistant provides a comprehensive range of direct executive support to the COO, assisting and relieving them on a variety of routine and complex administrative support functions.  The position provides advice and assistance on all matters that are related to the coordination, integration, and synchronization of various staff actions, events, and activities that involve the executive.  The successful candidate will be expected to work effectively under short, rigid deadlines and independently with only general supervision in a fast-paced environment.

Responsibilities:

Develop and maintain the proper processes, systems, and tools to optimize the effectiveness and efficiency of the Executives’ office and time, in alignment with the company’s mission, goals, and policies.

• Facilitate, prioritize, and track the workflow of internal and external taskings, continuously adapting the Executives’ time and schedule based on accurate assessments of criticality, sensitivity, and confidentiality.
• Review and process all documents for content and accuracy, ensuring proper staff coordination and the completeness of information and references.
• Support executive engagements through facilitating and delivering talking points that include: researching and preparing background information on attendees; summarizing ongoing efforts; growth themes or win themes from BD, and other pertinent information for key customers and partners.
• Evaluate and facilitate the dissemination of sensitive information and documentation, alerting the COO regarding issues that impact the office.
• Manage the COO’ calendars, effectively coordinating senior-level meetings, visits, and events; ensuring arrangements of security clearances, VIP parking, and building access; and developing meeting agendas, as required.
• Plan and arrange domestic and foreign travel for the Executives, preparing and coordinating itineraries, lodging, logistics, security, and travel expense requirements.
• Facilitate any company events that the COO is responsible for leading. Including arranging venues, booking lodging, arranging food, coordinating with IT and other administrative functions, and ensuring events run smoothly.
• Oversee and monitor routine and complex day-to-day administrative and office requirements involving facility, property, safety, and supply management.
• Prepare weekly summaries of key events, milestones, approvals, and other priority tasking that requires attention and action that week.
• Other duties, as assigned by Supervisor.

Required Qualifications:

• Bachelor’s degree in business administration or related field, with 8+ years of executive-level office management experience or equivalent.

• US citizenship with the ability to obtain and maintain a security clearance as needed.

• Highly organized with strong judgment, tact, and diplomacy, and proficient in standard business concepts and practices.

• Excellent critical thinking, problem-solving, and analytical skills, with strong written and verbal communication.

• Adaptable, resilient, and able to overcome challenges, with willingness to travel up to 10%.

FALCATA Benefits:

FALCATA offers a stable work environment, a competitive salary, and a comprehensive benefit package; including 401k Plan, Flexible Work Schedules, Tuition Reimbursement, Co-Sponsored Health Plan, Paid Leave and much more.

Applying to FALCATA:

Only those candidates invited for an interview will be contacted. Employment at FALCATA is contingent upon the successful completion of a comprehensive background check, security investigation, and a drug screening.

FALCATA is committed to hiring and retaining a diverse workforce.  We are proud to be an Equal Opportunity Employer/Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability or any other protected class.

This contractor and subcontractor shall abide by the requirements of 41 CFR 60–1.4(a), 60–300.5(a) and 60–741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, national origin, or for inquiring about, discussing, or disclosing information about compensation. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.