Program Analyst - Administrative Support

The Program Analyst - Administrative Support will provide executive assistance and comprehensive administrative support to a team of 5 senior executives. This position is responsible for managing complex calendars, coordinating travel arrangements, and ensuring efficient operations through effective planning and organization. The successful candidate will serve as the primary point of contact for the executives, exercise sound judgment, and anticipate their needs to enable them to operate at peak efficiency.

Key Responsibilities:

• Maintain and coordinate the schedules of 5 executives, ensuring efficient time management and adherence to priorities.
• Arrange meetings, conferences, and appointments, considering time zones, availability, and potential conflicts.
• Prioritize and manage conflicting requests and schedules with diplomacy and tact.
• Coordinate and arrange domestic and international travel for the executives, including flights, accommodations, ground transportation, and meeting facilities.
• Prepare detailed itineraries and travel documents, ensuring compliance with company policies and procedures.
• Manage travel budgets, reconcile expenses, and process reimbursements in a timely manner.
• Serve as the primary point of contact for the executives, managing communication and information flow effectively.
• Draft and proofread correspondence, reports, presentations, and other documents with accuracy and professionalism.
• Maintain organized and confidential filing systems for executive records and documents.
• Coordinate and make logistical arrangements for meetings, conferences, and events.
• Assist the executives in managing and coordinating various projects and initiatives.
• Gather and synthesize information from multiple sources to support decision-making processes.
• Monitor project timelines, deadlines, and deliverables, ensuring effective communication and follow-up.
• Act as a liaison between the executives and internal departments, external partners, and stakeholders.
• Communicate effectively, both verbally and in writing, with a diverse range of individuals at all levels of the organization.
• Exercise discretion and maintain confidentiality when handling sensitive information.
• Identify opportunities for streamlining processes and improving efficiencies.
• Implement new systems, procedures, or technologies to enhance productivity and effectiveness.
• Anticipate potential issues or challenges and propose proactive solutions.

Requirements

• Active TS/SCI clearance with CI polygraph.
• Bachelor's degree in Business Administration, Management, or related field. Military training and experience can be substituted for a degree.
• Minimum of 5 years of experience in executive administrative support.
• Strong knowledge of administrative and organizational procedures.
• Excellent analytical and problem-solving skills.
• Ability to manage complex schedules and travel arrangements effectively.
• Strong communication and interpersonal skills.
• Proven ability to work in a fast-paced, high-demand environment.

Desired:

• Advanced degree in Business Administration, Management, or related field.
• Experience working with senior executives in a military or government setting.
• Certifications in administrative support or executive assistance.
• Proven skills in leadership, management, and team building.