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Executive Operations Assistant

Company Overview

For 30 years, clients in the private and public sectors have relied upon SOS International LLC (SOSi) for critical operations in the world’s most challenging environments. SOSi is privately held, was founded by its current ownership in 1989, maintains corporate headquarters in Reston, VA, and specializes in providing logistics, construction, training, intelligence, and information technology solutions to the defense, diplomatic, intelligence and law enforcement communities.

All interested individuals will receive consideration and will not be discriminated against on the basis of race, color, religion, sex, national origin, disability, age, sexual orientation, gender identity, genetic information, or protected veteran status. SOSi takes affirmative action in support of its policy to advance diversity and inclusion of individuals who are minorities, women, protected veterans, and individuals with disabilities.


CORPORATE-190523-9008: Executive Operations Assistant
LocationU.S. - Virginia - Reston
Open Date11/22/2019
  
JOB DESCRIPTION

SOS International LLC (SOSi) is seeking an Executive Operations Assistant to support SOSi’s CEO at our operational headquarters in Reston, VA.  The CEO’s Executive Operations Assistant is responsible for coordinating and managing day-to-day logistics for the CEO in order to streamline and simplify his schedule.

ESSENTIAL JOB DUTIES

  • Running personal, family-related, and work-related errands for the CEO.
  • Interfacing with internal and external parties on the CEO’s behalf, when requested or warranted.
  • Working with the CEO’s Senior Executive Assistant to manage the CEO’s participation at corporate events, such as holiday gatherings, meetings and seminars.
  • Organizing and managing the CEO’s ‘to-do’ list and follow-up activities.
  • Traveling with the CEO, and synchronizing and managing all of his travel-related logistics and communications.
  • Managing the CEO’s frequent flier and preferred customer accounts (i.e. airlines, hotels, rental car companies, etc.), working with the company travel department to identify best airline routes and schedules, optimizing the use of special promotions, upgrades, reduced cost ticketing, and other perks.
  • Assisting the CEO with the completion and submission of his personal security clearance paperwork, including but not limited to EPSQ, and foreign travel and contact reports.
  • Compiling the CEO’s receipts, tracking the CEO’s time, and completing and submitting the CEO’s time and expense (T&E) reports on a timely basis, as required.
  • Reconciling receipts with the CEO’s corporate credit card statements, and resolving incorrect charges when/if necessary.
  • Assisting with the development of the CEO’s budget, and tracking and reporting weekly/monthly burn rates.
  • Submitting, tracking and closing out electronic purchase requisitions.
  • Tracking, reviewing and approving/rejecting time-cards, expense reimbursement requests, travel and PTO requests of his direct reports, on his behalf.
  • Managing the CEO’s subscriptions and user account accesses.
  • Managing the CEO’s community, charitable and civic board memberships and attendance at associated events.
  • Accompanying the CEO at internal and external meetings (or attending in his absence), and taking meeting notes.
  • Helping the CEO’s Senior Executive Assistant synchronize and manage his work and personal calendars.
  • Helping the CEO’s Senior Executive Assistant with general visitor and meeting protocols (i.e. receiving visitors, ensuring A/V systems are working, presentations are loaded beforehand, etc.).
  • Working with the CEO’s Senior Executive Assistant to shield him from unnecessary or unwarranted demands on his schedule.
  • Researching, compiling and analyzing data for reports and special projects.
  • Preparing presentations, summaries, read-ahead materials, notes, and other products to help prepare the CEO for meetings and events.
  • Creating and editing presentations in MS Word and PowerPoint, spreadsheets in MS Excel, and projects in MS Project.
  • Working with the CEO’s Senior Executive Assistant, researching and introducing basic tools and methods to enhance workplace operations, integration and communications.
  • Providing support to other Company executives and performing other operational support duties, as required.
MINIMUM REQUIREMENTS
  • At least 10 years of successful relevant work experience providing operational support to C-level corporate, or C-equivalent Government executives.
  • Bachelor’s Degree from an accredited U.S. college or university in a liberal arts or business-related field.
  • Advanced demonstrated Microsoft Office skills, to include: Word, Excel, PowerPoint, Project and Outlook.
  • Demonstrated ability to learn and master other specialized software applications.
  • Basic knowledge of connecting and configuring computer hardware devices such as desk-top and laptop computers, printers, scanners, and speakers.
  • Excellent demonstrated writing and speaking skills.
  • Excellent demonstrated organizational, project management and problem-solving skills.
  • Excellent demonstrated interpersonal skills.
  • Excellent demonstrated critical thinking skills.
  • Demonstrated ability to exercise discretion in the handling of sensitive business and personal matters.
  • Eligibility for access to classified information at the TS/SCI level.
ADDITIONAL INFORMATION

DESIRED QUALIFICATIONS
  • Demonstrated knowledge and experience in the U.S. Government Contracting industry.
  • Demonstrated experience with Deltek CostPoint purchasing and T&E systems.
  • Experience as a Senior Enlisted Aide in the U.S. Military at an E-7 grade or above.
  • Top Secret U.S. Government Security Clearance.
 WORK ENVIRONMENT
  • Normal office working conditions. 
  • Around-the-clock availability and occasional non-traditional work hours including nights, weekends and holidays, as needed.
  




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