PBG Consulting

Executive Assistant

Executive Assistant

PBG is a leading small business provider specializing in a broad array of Program Management, Operations, and Information Technology (IT) services to federal, state, local, commercial, and nonprofit organizations. Our expertise delivering innovative solutions to unique challenges spans across the private, public, and nonprofit sectors. PBG draws upon its deep expertise, in-depth knowledge, and industry-best practices in the areas of IT, Operations, and Project, Program, and Portfolio Management to develop scalable solutions for managing complex issues.

We have successfully built a company culture based on our single most important asset - our employees. At PBG we are passionate about employee engagement and make it our business to provide our employees a range of challenging and rewarding opportunities that align with business strategy, promote team work and inspire innovation. A job is where you are spending most of your day, so PBG believes in making it a fun, collaborative and productive environment. We want our employees to have the opportunity to grow and be part of a company that is making a lasting contribution to our customers.

Our IT Management Consulting Group is growing and we’re currently seeking an experienced Executive Assistant for our Department of State (DOS) client. This position requires strong expertise in efficiently managing the DOS Office Director’s schedule and calendar utilizing long-range planning and coordinating essential preparations and actions, communicating on behalf of the Director via emails or phone calls, and providing daily administrative functions to fully support the Director and organization.

This position will be 100% at the client’s site in Washington, DC.

Key Responsibilities:

  • Perform administrative functions to the Director and the Leadership team in support of day-to-day operations including Government employee timekeeping, document formatting, file maintenance, records management, and report compilation in compliance with existing regulations, laws, and DOS policy.

  • Assist with travel order and travel voucher preparation. Draft and review routine correspondence, answer telephone calls, assist visitors, manage schedules, and accept appointments.

  • Provide daily guidance and support to the Director by providing regular updates and keeping Director informed of appointments by providing reminders and a brief synopsis of each appointment topic and provide associated material.

  • Manage and maintain the Director and/or Deputy Director’s schedule by utilizing long-range planning, synchronizing events, and backward planning to ensure efficient usage of work hours.

  • Assist with organizing and scheduling appointments and coordinating availability for the Director and/or Senior Leadership internally and with other offices, bureaus, or directorates. Reserve conference rooms and bridge lines, coordinate the use of video teleconferencing and bridge lines, provide appropriate documents for conferences or meetings, notify attendees of agenda, and arranging conferences and meetings invitations to include details such as locations, dates/times, and attendance lists.

  • Manage correspondence such as phone calls and e-mail on behalf of the Director and/or Deputy Director. Receive, screen, and route all incoming and outgoing office correspondence, telephone calls, and visitors. Review all incoming correspondence, determine proper action, and prepare draft replies before referring to the appropriate staff. Review all correspondence and other materials for appropriate content, coordination, and routing.

  • Prepare documents for review according to DOS guidelines, review all outgoing documents or correspondence prepared for the Director or Deputy Director’s signature.

  • Prepare and draft documentation for Government review and approval to include reports, presentations, briefings, memorandums for clearance, and other correspondence.

  • Develop work aids such as drafting communications, documentation preparation and review, maintain electronic files, providing word processing, and spell-check and proofing support as necessary to help keep Director or Deputy Director be most effective and efficient in their daily tasks.

  • Foster and maintain a positive culture that embraces essentiality of proactive communication with Government stakeholders, and flexibility.

  • Support, communicate, reinforce and defend the mission, values and culture of the organization.

Required Qualifications:

  • 5+ years of experience providing executive support to Government Executives (GS-15 and above).

  • Must have advanced Microsoft Office skills, including Microsoft Outlook, PowerPoint, Word, Excel, and SharePoint.

  • Proficiency in collaboration and delegation of duties.

  • Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities

Professional Skills:

  • Excellent verbal, graphical, interpersonal and written communication skills.

  • Strong analytical, problem-solving and decision-making capabilities.

  • Team player with the ability to work in a fast-paced environment.

  • Must possess strong analytical, organizational and project management skills.

  • Demonstrated outstanding level of professionalism in providing client support, including ability to exercise good judgment, discretion, tact, and diplomacy.

  • Sound business ethics, including the protection of proprietary and confidential information.

  • Ability to work with all levels of internal staff, as well as outside clients and vendors.

  • Superior interpersonal skills including courtesy, professionalism, and a cooperative attitude.

PBG celebrates diversity and is proud to provide Equal Employment Opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetics, disability, or protected veteran status. In addition to federal law requirements, PBG complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities.