Job Listing Description

Executive Assistant -Head of Customers and Support

Description:
PDS Tech, Inc. is seeking an Executive Assistant -Head of Customers and Support position in Herndon, VA.

Job Summary:



The Executive Assistant - Head of Customers and Support (Contract) performs a wide range of executive, administrative, and general support duties of a highly responsible and confidential nature for the HO Customers/HO Customer Support, Company.  Builds relationships with internal and external customers and ensures a professional, responsive, and effective experience within the Company.



Primary Responsibilities:



Manages daily activities 30%



  • Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements.
  • Manages contacts using Google Suites to conduct up-to-date database entry, tracks VIP relations and correspondence; facilitates relationships by familiarizing his/herself with key events and major milestones.
  • Interacts with stakeholders to gather and/or prepare background materials for internal and external C-Suite and Senior Management meetings with limited direction; ensures proper follow-up as required.
  • In the HO Customers/Support absence, ensures priority matters are addressed by appropriate staff.
  • Organize meetings, programs and events by arranging facilities, speakers and presentation material as necessary. 


 Manages correspondence 30%



  • Maintains confidentiality and uses a high degree of discretion while preparing materials for the HO Customers/Support.
  • Facilitates senior executive office coordination at the Company SE level by interfacing with the staffs of the Heads of Divisions, Executives and Senior Managers
  • Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail. Handles all calls and visitors with grace, sophistication, and professionalism.
  • Maintains physical and electronic office filing systems for HO Customers.
  • Manages travel planning and expense reporting 30%
  • Oversees planning and execution of complex travel arrangements. Becomes familiar with the specific, detailed needs of the HO Customers/Support and travel partners; creates consistent travel itinerary portfolios for reference.
  • Optimize time of HO Customers/Support when traveling or away from headquarters.
  • Maintains availability and connectivity during travel times (responsive 24/7) to quickly address last minute changes, travel disruptions, or delays.
  • Accurately oversees the tracking of expenses for HO Customers. Oversees processing and submission of receipts accurately and on schedule. 


Other duties as assigned:



Management of Administrative Assistants. 10%



  • Manages executive office operations on 7th floor, including the supervision of the Administrative Assistants.
  • Administers changes and improvements as approved by the HO Customers/HO Customer Support


 

Qualified Experience / Skills / Training:



Education: 



  • High School diploma required
  • Bachelor's degree preferred


Experience:



  • 7 to 10 years of progressive experience to Executive Assistant at the senior level required
  • 5 to 7 years as Executive Assistant within the aerospace industry preferred
  • Working in Multi-cultural environment experience in Europe preferred
  • Company internal network with Company CEO office and GEC member support staff preferred.


Licensure/Certifications:



  • Knowledgeable in Protocol and Corporate Etiquette preferred
  • Knowledge, Skills, Demonstrated Capabilities:
  • Proficiency with MS Office Google Suites and ability to learn new technologies required
  • Proficiency with Company Internal Intranet


Communication Skills (Spoken, Written, Influencing, Proficiency in Other Languages):



  • Strong verbal and written communication skills and the ability to speak effectively and easily with both internal and external senior executives and employees.


Travel Required:



  • 5-10%


Decision Making, Complexity:



  • When the HO Customers/HO Customer Support is on travel or otherwise not available for consultation must be able to exercise independent judgment and if required take initiative and assume responsibility with limited direction.
  • With limited guidance or direction must be able to juggle the desires of multiple, often competing strong-willed stakeholders that desire interaction with HO Customers.


Job Dimensions, Contributions to Success:



  • Individual must have innate ability to anticipate needs of HO Customers and plan accordingly.
  • Individual must have the ability to prioritize and multitask rapidly evolving requirements in a complex and dynamic environment

 
Job Number: 2010120376
Job Location: Herndon, VA
Duration: 3 months
Input Date: 11/14/2020
Last Updated: 12/04/2020
Firm Name: PDS TECHNICAL SERVICES
Attention: Byron Armstead
Address: 3922 COCONUT PALM DR STE 100
City, State: TAMPA, FL 33601
800 Phone: 866/224-2745
Email: southeastjobs@pdstech.com
Website: https://pdsjobs.force.com/candidates/job_detail?id=a1i1T000003PB01QAG&URLSource=cjhunter

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