Senior Administrative Specialist

ASRC Federal is looking for an Executive Assistant to join our Shared Services team supporting the Chief Financial Officer (CFO) and Chief Information Officer (CIO).

Work location: Onsite with option for remote work on Fri

Summary: The Executive Assistant to the CFO and CIO will provide high-level administrative support to both executives, managing their schedules, coordinating internal and external communications, and ensuring the efficiency of their day-to-day activities.

This role requires a proactive, detail-oriented, and highly organized individual with the ability to work independently, maintain confidentiality, and handle multiple priorities seamlessly. The successful candidate will possess excellent communication skills, sound judgment, and the ability to adapt in a dynamic environment.

Responsibilities:Executive Assistant

Manage and maintain the daily schedules of the CFO and CIO, including coordinating meetings, calls, travel arrangements, and appointments.Prepare meeting agendas, document meeting minutes, and follow up on action items.Assist in drafting, editing, and proofreading communications, reports, presentations, and other documents for executive review.

Communication and Coordination:

Serve as a key point of contact between the CFO, CIO, and other departments, clients, partners, and stakeholders.Ensure timely and accurate communication, handling sensitive information with discretion and confidentiality.Screen and prioritize incoming requests, emails, calls, and messages for the CFO and CIO, ensuring timely responses and follow-up.

Project Management:

Assist with various projects led by the CFO and CIO, ensuring milestones are met and deliverables are on track.Coordinate cross-functional efforts by working with other departments to gather necessary information and materials.Track project timelines and assist with preparing reports and updates as needed.Administrative Support:Maintain and organize digital files, records, and documentation for both departments.Process expense reports, invoices, and other administrative tasks as required.Organize events, including internal meetings, team-building activities, and off-site events as requested.Maintain organizational charts and distribution lists for the respective departments.Order office supplies and equipment on behalf of the team as needed.

Financial and Technical Coordination:

Support financial and IT-related initiatives by coordinating with both departments and helping gather relevant data.Assist with budget tracking, invoice processing, and financial documentation as directed by the CFO.Coordinate IT requests and manage follow-ups on technology support matters under the direction of the CIO.

Qualifications:

Must possess a High School Diploma or GED; Bachelor's degree in Business Administration, Communications, or a related field preferred.Minimum of 8 years' experience in an executive support role, preferably supporting C-level executives.Exceptional organizational and multitasking abilities with a strong attention to detail.Excellent written and verbal communication skills.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with other administrative tools (e.g., project management software).Demonstrated ability to handle sensitive information with integrity and confidentiality.A proactive, flexible, and solution-oriented mindset.Experience in financial and/or IT environments is a plus.