Executive Assistant/Office Manager

Alexandria, VA
Full Time
Executive
Experienced

IDEMIA National Security Solutions (NSS) is the premier provider of integrated identity solutions for United States Government. Our deep understanding of biometric, biographic, credential, and digital forms of identity allows us to guide our clients to achieve their business goals. NSS’ leading software systems; data and analytics offerings; and professional services facilitate and automate many of the business processes for government agencies serving law enforcement, military, and intelligence missions.

Summary: 

The Executive Assistant/Office Manager is responsible for the administrative needs of the Chief Executive Officer (CEO) and for managing the office operations at the HQ office located in Old Town Alexandria, VA. In addition, this role is responsible for working with our shared services team to handle the company marketing.  This role requires meticulous organizational skills and an ability to function independently with little supervision, an ability to proactively anticipate needs, and an appetite for execution to ensure projects are accomplished in a professional, timely and organized manner. Additionally, must possess superb communication skills and produce well thought‐out, professional correspondence. Is an excellent relationship builder; able to demonstrate a high level of tact, discretion, and diplomacy with all internal and external stakeholders. Must also demonstrate ability to maintain confidential/sensitive information. 

Responsibilities:  

  • Provide administrative support to the Chief Executive Officer (CEO), including scheduling meetings/events, handling travel and processing expense supports. 

  • Oversee and resolve, as appropriate, administrative processes for the HQ office including but not limited to, ordering, and maintaining supplies, ensuring maintenance of equipment, support IT with network and security access, manage the corporate credit card and office space coordination. 

  • Serve as the main point of contact for the HQ facility while independently resolving or escalating issues as needed. This includes managing the parking, HVAC, kitchen, cleaning services, mail, safety drills, office correspondence, medical supplies and any other requests or inquiries that are raised. 

  • Compose, provide, edit, and support written communications, reports, spreadsheets, and PowerPoint presentations as requested by CEO, this includes maintaining the company calendar. 

  • Manage and coordinate all logistics of Board of Director meetings and departmental meetings in conjunction with our Morgantown, WV office. This includes budgeting and vendor management, scheduling and managing invites, gathering information, creating agendas, and providing presentations and other materials as needed, booking meeting space and catering, participating in the departmental meetings, and noting any meeting follow-ups.  

  • Work with our shared service Marketing department to ensure all NSS marketing is up to date (business cards, website, booth for conferences, marketing materials and SWAG). 

  • Provide any other related administrative support of a highly sensitive and confidential nature. 

Education/Experience Requirements: 

  • Bachelor’s degree or equivalent.  

  • Minimum 10 years of related administrative experience. 

  • Significant experience utilizing full suite of Microsoft Office applications, including Word, PowerPoint, SharePoint, Excel, and Teams. 

  • Expertise utilizing Zoom (scheduling, virtual meeting tools, etc.) or other virtual meeting software. 

  • Significant experience utilizing and working on travel and expense tools, including preparing expense reports, and making complex travel reservations.  

  • Exceptional verbal and written communication skills. 

Other: 

  • Work is normally performed in a hybrid office environment. 

  • Works under limited direction, determines and develops approach to solutions. 

  • Consistently works on assignments requiring action with a high initiative and confidentiality. 

  • Acts independently to determine methods and procedures on new assignments. 

  • Ability to interact effectively at all levels. 

  • Performs other duties as required. 
     
     
     

________________________________________________________________________________________________________

*****Must be a US Citizen, without Dual Citizenship*****

IDEMIA National Security Solutions (NSS) is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other protected characteristics.

Equal Opportunity Employer Statement:

It is the policy of NSS to provide equal employment opportunities to all qualified employees and applicants for employment without regard to race, color, religion, national origin, ancestry, sex, gender identity, age, disability, participation in discrimination complaint-related activities, sexual orientation, genetics, or active military or veteran status, or any other protected characteristic, by either employees or non-employees. This non-discrimination policy applies to all employment procedures, including, but not limited to, recruiting, hiring, placement, promotion, transfer, training, compensation, termination, reduction in force, and all company-sponsored activities.

Affirmative Action Statement:

NSS has adopted an Affirmative Action Plan (“AAP”) and is committed to making a good faith effort toward achieving the objectives of the plan. It is the policy of NSS to base employment decisions on the principles of Equal Employment Opportunity (“EEO”) and to take Affirmative Action in the employment of women, minorities, individuals with disabilities and veterans.

We are an Equal Opportunity/Affirmative Action Employer. We consider applicants without regard to race, color, religion, age, national origin, ancestry, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, veteran status, disability, genetic information, citizenship status, or membership in any other group protected by federal, state, or local law.

As a government contractor, NSS abides by the following provision:

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of the other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractors legal duty to furnish information. 41 CFR 60-1.35(c).

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