Executive Assistant

Baltimore

Job Description Job Description

Executive Assistant PD Inc International is seeking a qualified candidate to fill the position of Executive Assistant to perform a variety of administrative tasks and support our company’s senior-level managers.

Executive Assistant’s responsibilities include managing calendars, making travel arrangements and preparing expense reports. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance.

Maintains office services by organizing office operations and procedures; managing correspondence & filing systems; reviewing and approving supply requisitions; and assigning and monitoring clerical functions.

Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive members.

Job Responsibilities Executive Support: Manage executive calendars on multiple systems to ensure calendar synchronization, resolve schedule conflicts, no meetings are missed, and all meetings are scheduled correctly

Track email/mail communications to ensure executive responsibilities are met

Take minutes during meetings

Screen and direct phone calls and distributes correspondence

Assist in the tracking executive to-do list and ensuring completion of executive tasks

Make travel and accommodation arrangements

Oversee and collaborate with facility management of the office

Conduct oneself professionally in all business situation

Act as the point of contact among executives, employees, clients and other external partners

Manage information flow in a timely and accurate manner

Rack daily expenses and prepare weekly, monthly or quarterly reports

Act as an office manager by keeping up with office supply inventory: order and return

Format information for internal and external communication – memos, emails, presentations, reports

Organize and maintain the office filing system

Vendor management

Payroll assistance of Timesheet management and payroll reminder

Health Insurance Management including broker management, yearly open enrollment and provider payment tracking/reconciliation

Holiday management

Participates in planning and implementing office systems, layouts, and equipment procurement per executive request

Establish office policies, standards and procedures, measuring results against standards, and making necessary adjustments.

Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.

Participates in recruiting, selecting, orienting, and training employees when necessary.

Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions.

Contributes to team effort by accomplishing related results as needed.

Work Hours & Benefits This position is full-time 40 hours/week on site. PD Inc benefits include highly competitive salary, 401K, health care, paid time off, no-limit Student loan forgiveness (merit based), and we sponsor new/qualified employees for Security Clearance.

Employees can also take advantage of casual dress code, free parking, corporate discounts, and gym memberships.

Qualifications and Skills Must be a U.S citizen and willing and able to obtain a DoD Secret security clearance

Local and/or within driving distance to Baltimore city, Maryland

Work experience as an Executive Assistant, Personal Assistant or similar role experience is a must

Excellent MS Office knowledge

Outstanding organizational and time management skills

Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)

Excellent verbal and written communications skills and strong attention to details

Proven experience working independently, setting tasks and timelines and meeting those goals

Discretion and confidentiality

Supply management & Inventory control

Tracking budget expenses

Staffing, supervision & delegation

Developing standards and managing processes & procedures

Promoting process improvement

Reporting skills

Education, Experience, and Licensing Requirements: Bachelor’s Degree is desired (or demonstrated successful experience supporting director level staff)

1-2 years’ experience in Executive Assistant

Proficient with office software

About PD Inc PD Inc is a leading high-tech firm as well as an applied think tank and solutions provider.  Our team has been providing expertise and solutions to the US Government (DoD, DoS, DHS, Veterans Affairs, and etc.) and commercial clients.

We perform software development and complex technical implementation daily, while delivering value to our clients.  We conduct R&D, developing and prototyping hardware and software-based solutions to complex problems.  Our qualified personnel--including engineers and technical managers--are capable of performing system integration and development services throughout the federal government and in the private sector.

We have a highly innovative environment and we foster consistent learning and growth. We encourage our employees to innovate while teaching them discipline and principles.

PD Inc benefits include highly competitive salary, 401K, health care, paid time off, no-limit Student loan forgiveness (merit based), and we sponsor new/qualified employees for Security Clearance.

Employees can also take advantage of casual dress code, free parking, corporate discounts, and gym memberships.

PD Inc has addressed NetOPS in DoD since 2004 and DISA since 2012.

Our past performance includes integration and implementation of bin packing algorithms with inventory and CNC systems as well as conference room/resource scheduling with ERP and enterprise IT systems.

PD Inc provides workstations and lab space sufficient to complete all projects.

PD Inc conforms and follows IEEE 12207, IEEE 15288, CMMI (level) 4, and DoDAFv2 standards for all engineering activities. By using the Defense Intelligence Information Exchange (DI2E) system we are able to provide automated requirements traceability to the Performance Work Statement (PWS) and to other requirements, bugs, enhancements, and tests

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