Executive Assistant

Description:

• Conduct calendar management for program leadership to include all team leads
• Coordinate meeting schedules across team, partners, and vendors
• Follow up to ensure all participants are aware of meeting with reminders as necessary
• Schedule all meetings with appropriate facility and virtual team tools necessary
• Ensure all meeting participants are prepared
• Provide agendas with all meetings as possible to ensure maximum preparedness for participants
• Track action items of team members to include forecasted closure dates
• Ensure escalation of open items occurs to appropriate leadership if closure is not realized by the due date
• Physically communicate with team members as necessary to ensure maximum communication across teams and company
• Attend meetings as required and take minutes to include actions
• Pass meeting minutes to appropriate stakeholders
• Scope, plan, communicate, and execute administrative projects as requested by team
• Conduct travel planning and booking on behalf of employees as required. Accommodate all unique travel circumstances per trip, per employee.
• File all expense reports related to travel including all receipts and ensure that each expense report cost item has a corresponding receipt prior to submitting for reimbursement.
• Book workspaces at various locations as needed to support work.
• Take, collect, summarize messages for team members and ensure they are received. This may be by all communication methods necessary to include delivering the messages face to face. You may be asked to pass verbal messages from team members though out the workspace in person throughout the day. Ensure that the message receiver acknowledges the information they receive before moving on.
• Ensure all timecards are completed and accurate by all team members. If anyone is missing time, contact that employee to gather accurate information about time worked and enter it into the time keeping system as a proxy. Follow up an email they can respond to for confirmation of hours. Save that in HRIS for record in case of a future timecard audit.
• Take training as necessary to qualify as an assistant facility security officer (AFSO) for the purposes of being able to back up the facility security officer (FSO) and support them as necessary with administrative tasks.
• Enable and improve communication across the entire team.
• Ad hoc administrative tasks as assigned.

Requirements:

Preferred Qualifications:

• Perform other duties as assigned.
• Normal shift schedule Monday – Friday, EST, start/end time may vary based on commute.

Technical Environment: Microsoft

Non\-Negotiable Requirements:

1\. TS – must be willing and able to maintain a CI polygraph. Must attain all necessary read ins for work. This is a condition of employment

2\. Demonstrated Microsoft Office and virtual meeting scheduling

4\. Values alignment with PRI core values

5\. On\-site is required. Remote is not an option.

6\. New hire start dates are on the 1st and 16th of each month