Executive Assistant

Position Description: 

Arlo Solutions is seeking a highly organized and detail-oriented Executive Assistant to provide direct administrative and executive support to senior leadership at the Defense Nuclear Facilities Safety Board (DNFSB). This position requires a proactive professional capable of managing complex schedules, coordinating high-level meetings and engagements, preparing executive correspondence and briefing materials, and maintaining the highest standards of discretion and professionalism in a fast-paced federal environment. The Executive Assistant will serve as a critical point of contact for the DNFSB Board, ensuring seamless day-to-day operations and supporting the agency's mission of ensuring adequate protection of public health and safety at Department of Energy defense nuclear facilities.

Responsibilities and/or Success Factors:

• Manage complex scheduling and coordination of Microsoft Outlook calendars for senior leadership, ensuring accurate scheduling, alignment of internal and external engagements, and avoidance of conflicts.

• Serve as the primary point of contact for logistics for meetings, travel arrangements, room reservations, and briefing material distribution; coordinate all logistics in a timely and organized manner.

• Track, organize, and update all leadership taskers, action items, commitments, and deliverables using approved agency tools to maintain full visibility of priorities.

• Maintain situational awareness of current and emerging requirements, proactively identifying bottlenecks and elevating items requiring leadership attention.

• Support the development, formatting, editing, and version control of correspondence, policy documents, briefing materials, governance packages, and official submissions.

• Prepare and update weekly reports, calendars, briefing books, meeting summaries, and event materials to ensure leadership remains aligned and informed.

• Utilize Microsoft Office applications to draft and prepare correspondence, policy papers, operational documentation, reports, records, and other materials in support of the Office of the Executive Director.

• Provide high-quality executive assistance, including email triage, drafting administrative correspondence, arranging calls, coordinating follow-ups, and preparing supporting materials.

• Uphold professional discretion, confidentiality, and sound judgment in all communications and administrative actions. 

• Represent the leadership office with professionalism, tact, and courtesy in all engagements with staff, industry partners, and government counterparts.

• Coordinate with internal offices to gather information, verify deadlines, and support timely responses to internal and external stakeholders.

• Support the execution of meetings, events, and engagements ranging from small leadership sessions to larger interagency or partner events.

• Maintain secure and orderly recordkeeping systems, files, SharePoint content, and official documents in accordance with agency policy and applicable records management standards.

• Provide administrative input on internal office processes (non-decision-making) and assist with monitoring commitments to ensure timely resolution by responsible personnel.

• Coordinate with the Facilities Manager to acquire, maintain, and replace office equipment.

• Support the tracking and coordination of leadership action items, due-outs, work plans, and other executive initiatives by maintaining accurate records, monitoring deadlines, and providing timely follow-up to responsible offices.

• Serve as a backup for the Support Specialist and Board Executive Secretariat (ExSec) personnel, as directed by the Program Manager.

• Recommend improvements to administrative processes and support implementation for enhancing the Office's administrative processes and implementing improvements where applicable.

• Deliver a Weekly Status Report to the Contracting Officer's Representative (COR) by COB on the last calendar workday of each week, including activities accomplished, status of pending activities, and risks/issue management.

• Perform other administrative duties, as assigned and within the scope of non-inherently governmental functions.

Minimum Qualifications Including Certificates:

• Bachelor's degree in Business Administration, Public Administration, Communications, Organizational Management, or a closely related field. Five (5) years of professional experience may be considered in lieu of a degree.

• Minimum of three (3) years of executive administrative support experience, preferably supporting senior executives within a federal government, executive leadership, or similarly fast-paced professional environment.

• Demonstrated proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

• Proficiency in using CWTSato E2 Solutions Travel System.

• Excellent written and verbal communication skills.

• Strong organizational and time-management abilities.

• Ability to manage multiple competing priorities with minimal supervision.

• Strong customer service and stakeholder engagement skills.

• Must be a legal resident of the United States.

• Must be able to pass a federal background investigation (NAC and NACI or equivalent) and obtain a DNFSB-issued identity credential under HSPD-12 requirements.