Admin Assistant Executive - 26345 in Fairfax, VA at Alion Science and Technology

Date Posted: 6/19/2018

Job Snapshot

  • Employee Type:
  • Location:
    Fairfax, VA
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:
  • Job ID:

Job Description


Position Summary

Provides high level secretarial and administrative support for one or more of the organization's executives, requiring discretion, confidentiality, a good understanding of technical and business vocabulary, and a detailed knowledge of the organization's operations, procedures and people.


Gather, compile, verify and analyze information for the executive's use in documents such as memos, letters, reports, speeches, presentations and other matters of significance.

Plans and prepares draft communications involving administrative skills, tact, persuasion and/or negotiation to accomplish the objectives of the communication. Coordinates complex and important corporate projects and logistical details to ensure smooth operation of the department.

Monitor, review, and approve standard expenditures to ensure the activities of the office are conducted within established budgets. Maintains records, information, data and statistic on department activities and monitors project schedules for management. Receives, processes and maintains documents such as time records, travel, invoices and purchase orders.

Interacts with internal and external stakeholders involving planning and preparation of communications, events or projects. Verifies paid invoices against purchase orders and cost summary sheets and monitors departmental spending against budget. Assists in annual budget preparation and submittal.

Works on problems of diverse scope where analysis of data requires evaluation of identifiable factors. Responsible for preparing weekly and monthly reports involving research and data collection. Exercises judgement with generally defined policies and practices in selecting methods and techniques for obtaining solutions. Advises managers and staff on proper administrative procedures and policies. May instruct or coach other administrative personnel.

Oversees administrative procedures and makes recommendations to improve efficiency. Attends meetings with executives and prepares minutes. Represents the department on administrative matters, both internally and externally.

Performs tasks using independent judgement and discretion while maintaining confidential information. Performs additional duties and responsibilities as assigned.

Education and Experience

Associate's Degree in a related discipline, or the equivalent combination of education, training, or work experience and at least 10 years related experience.

Educational requirements may be adjusted or waived for more than 12 years applicable work experience. Work experience may be adjusted for highly specialized knowledge or uniquely applicable experience

Knowledge, Skills, Abilities

  • Excellent communication and interpersonal skills.
  • Excellent grammar, punctuation, spelling and proofreading skills.
  • Excellent word processing skills and strong proficiency in Microsoft applications.
  • Ability to use discretion and maintain confidential information.
  • Ability to represent the executive and company with high professionalism.
  • Ideal candidate will have experience maintaining calendars, arranging for travel domestic and international, if necessary.
  • Previous experience supporting business development and proposal managers in an administrative role, is desired.
  • A security clearance of an appropriate level may be required after employment.

Diversity Statement

Women, minorities, individuals with disabilities and veterans are encouraged to apply.  Alion will provide a reasonable accommodation to individuals with disabilities and disabled veterans who need assistance to apply.  Please visit the Alion Careers site for more information

U.S. Citizenship Required.

Next Steps

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