Executive Administrative Assistant Job at Eagle One Solutions, Inc. in Baltimore

Overview

Come join a company that strives for Extraordinary People and Exceptional Performance! Eagle One Solutions, Inc. (EOSi), a Chenega Professional Services company, is seeking an Executive Administrative Assistant to directly support the day-to-day operations of the Chief Data and Artificial Intelligence Officer (CDAO) and the Director of Technology Readiness. The primary responsibility of this role is to anticipate needs and relieve the executive of administrative functions, thereby increasing their capacity to focus on critical, executive-level priorities. The Executive Administrative Assistant will interface with senior customer leadership, CIO leadership, Program Executive Office (PEO), Assistant Program Executive Office (aPEO) portfolios, program offices, and stakeholders across partner organizations. Our company offers employees the opportunity to join a team with a robust benefits program, strong management engagement, quality leadership, teamwork, recognition for performance, and promotion opportunities. We actively challenge and support our employees in applying their knowledge, critical thinking, creativity, and determination to develop scalable solutions for our clients.

Responsibilities

Appointments, Calendars, Schedule, and Customer Service

• Schedule, coordinate, and prioritize appointments, meetings, and training initiatives for the Chief Data and Artificial Intelligence Officer (CDAO) and the Director of Technology Readiness.
• Maintain awareness of the CDAO and the Director of Technology Readiness calendar, ensuring alignment with enterprise priorities and cross-functional engagements.
• Manage contact and stakeholder lists, including key IT vendors, federal partners, and internal technical teams.
• Arrange in-person, virtual, or hybrid meetings, including those requiring secure or classified access protocols.
• Adhere to internal meeting procedural guidance and specific protocols.

Meeting Preparation and Assistance

• Prepare briefing materials and pre-brief the CDAO and the Director of Technology Readiness ahead of meetings, including collecting input from Senior Staff and technical SMEs.
• Draft and distribute meeting agendas, reserve rooms or virtual platforms, and notify participants in accordance with scheduling procedures.
• Assist with laptop setup and configuration in conference rooms to ensure seamless meeting execution and technical readiness.
• Attend the CDAO and the Director of Technology Readiness led meetings as required to take minutes, record action items, and track follow-ups.
• Coordinate with senior leadership and other stakeholders to ensure timely completion of action items.
• Create PowerPoint presentations and visual aids tailored to priorities, including IT modernization, cybersecurity posture, and strategic initiatives.
• Take and disseminate minutes from staff meetings and other strategic sessions.

Mail, Correspondence, Reports, and Document Preparation

• Screen incoming correspondence, directives, and publications for CDAO and the Director of Technology Readiness review.
• Draft and manage correspondence, including memos, executive summaries, and strategic communications.
• Oversee the Tasker system, MS Planner for CDAO and the Director of Technology Readiness tasks, ensuring clarity, accountability, and timely completion across IT programs.
• Notify appropriate staff of required input or recommendations and follow up to ensure timely responses.
• Generate reports (budgetary, operational, weekly, statistical, etc.) relevant to CDAO and the Director of Technology Readiness initiatives, including IT spend tracking and performance metrics.
• Create and/or complete forms and requested documents for CDAO and the Director of Technology Readiness Office workflows, preparing them for signature or digital approval as needed.

Internal and External Communications and General Support

• Coordinate CDAO and the Director of Technology Readiness taskings and communications, ensuring alignment with broader agency-wide IT efforts.
• Return calls or respond to inquiries on behalf of the CDAO and the Director of Technology Readiness maintaining professionalism and discretion.
• Refer administrative or technical issues to the appropriate CDAO and the Director of Technology Readiness staff or support personnel.
• Serve as liaison between the CDAO and the Director of Technology Readiness and internal/external stakeholders, including federal agencies, contractors, and enterprise IT teams.
• Keep Federal CDAO and the Director of Technology Readiness leadership informed of all executive-level support activities.
• Provide executive-level administrative support to the CDAO and the Director of Technology Readiness, including any duties typically assigned to Executive Assistants in high-level government or technical environments.
• Complete other duties as assigned by the CDAO and the Director of Technology Readiness.

Qualifications

• Bachelor's degree in administration, business, or a related field.
• Minimum of 3 years working as an Executive Assistant for a high-level executive (at least two (2) years of related work experience). Prior Federal experience is preferred.
• Ability to obtain public trust/Secret Clearance.