BCT Partners – Executive Administrative Assistant at BCT Partners in Alexandira, VA

Job description

• BCT Partners & N-Touch Strategies have formed a joint venture to deliver impactful solutions for our clients and are building a team for a potential new project. While hiring is contingent upon contract award and project authorization, we are actively identifying talented professionals who can help us make a meaningful impact. Candidates selected through the job search process may receive a contingent offer of employment from either BCT Partners or N-Touch Strategies. The employing organization will be confirmed during the hiring process.
• Learn more about N-Touch Strategies here: https://www.ntouchstrategies.com
• The Executive Administrative Assistant provides high-level executive, administrative, editorial, and operational support to senior leadership in a fast-paced federal environment. This role manages complex calendars, executive meetings, travel, official correspondence, briefing materials, document workflows, and stakeholder communications; conducts research; and supports the preparation, review, routing, and maintenance of policies, issuances, reports, presentations, and other executive-level materials. Serving as a key liaison between leadership, internal teams, clients, and external stakeholders, the position exercises sound judgment, discretion, responsiveness, and diplomacy while supporting timely decision-making and the delivery of accurate, professional, and accessible work products. As assigned, the role may provide guidance and oversight to other administrative staff.
• To learn more, please refer to the “Our Clients & Projects” section at the bottom of this job posting.

Responsibilities

• Executive Support & Coordination
• Provide high-level executive and administrative support to senior leadership, managing complex calendars, competing priorities, meetings, deadlines, travel, and rapidly changing executive requirements.
• Coordinate executive meetings from planning through follow-up, including scheduling, attendee coordination, agendas, briefing materials, meeting minutes, decisions, action items, and associated records.
• Conduct research, synthesize information from multiple sources, and prepare concise briefing materials, background information, talking points, reports, and other decision-support materials.
• Coordinate executive travel, including scheduling, itineraries, authorizations, supporting documentation, and expense-related records.
• Coordinate leadership and staff training activities, including schedules, registrations, records, and associated administrative documentation.
• Serve as a principal liaison among leadership, staff, clients, federal personnel, partners, and external stakeholders, exercising professionalism, diplomacy, and discretion in high-visibility interactions.
• Anticipate leadership needs, proactively identify scheduling, correspondence, workflow, and coordination issues, and recommend practical solutions.
• Executive Communications & Document Governance
• Draft, edit, format, route, track, distribute, and maintain official correspondence, memoranda, reports, presentations, briefing materials, policies, issuances, directives, guidance, and other executive-level communications.
• Manage executive correspondence and document workflows from initial draft through review, approval, finalization, distribution, and archival.
• Maintain organized, version-controlled document libraries and repositories, ensuring current approved materials are clearly identifiable and superseded versions are appropriately archived.
• Coordinate multi-level document reviews and clearances, track outstanding approvals, and follow up with responsible parties to maintain required timelines.
• Maintain correspondence logs, review histories, approval records, distribution records, and other documentation necessary to support traceability.
• Maintain and apply established style guides, templates, standard operating procedures, naming conventions, formatting requirements, and executive communication standards.
• Support the preparation, review, and maintenance of agency policies, procedures, directives, issuances, FAQs, guidance, and related official materials.
• Quality, Compliance & Administrative Leadership
• Perform quality-control reviews of executive and administrative materials to ensure accuracy, completeness, consistency, readability, traceability, appropriate formatting, and professional presentation.
• Verify meeting minutes, correspondence, reports, briefing materials, schedules, action trackers, and other controlled records against available source information and approved materials, as appropriate.
• Review applicable written materials for alignment with organizational and client requirements, branding and style standards, federal plain-language principles, and Section 508 accessibility requirements.
• Maintain confidentiality, security, and appropriate handling of sensitive, proprietary, official, or executive-level information.
• Identify opportunities to strengthen executive-office processes, document workflows, administrative practices, and quality-control procedures; recommend and implement practical improvements.
• Provide guidance, coordination, and quality oversight to administrative support staff to promote consistent administrative, documentation, and records-management practices.
• Perform other related executive, administrative, and operational duties as assigned.
• Perform these and other reasonable tasks as assigned by management in support of BCT’s goals and objectives.

Requirements

• As no individual candidate meets every qualification, we encourage candidates who meet most of these requirements to apply!
• Associate’s degree in Business Administration, Public Administration, Office Administration, Communications, or a related field. Bachelor’s degree preferred.
• An equivalent combination of relevant education, training, certification, and professional experience will be considered in lieu of a degree.
• 5+ years of progressively responsible executive administrative support experience.
• Demonstrated experience providing direct administrative support to senior executives or organizational leadership in a fast-paced, high-visibility professional environment.
• Experience managing complex executive calendars, competing priorities, meetings, travel, deadlines, and high-volume correspondence.
• Experience preparing meeting agendas and minutes, action-item documentation, executive correspondence, reports, presentations, briefing materials, and other official documents.
• Experience managing document workflows, electronic repositories, controlled records, version management, review and approval processes, correspondence logs, and administrative tracking systems.
• Experience developing or maintaining standard operating procedures, document templates, style guides, administrative workflows, and executive-office processes.
• Experience conducting research, synthesizing information from multiple sources, and preparing concise executive-level briefings and decision-support materials.
• Experience coordinating leadership, staff, clients, federal personnel, partners, and external stakeholders in high-visibility situations.
• Federal government, federal government-contractor, public-sector, or similarly regulated executive-support experience preferred.
• Experience supporting legislative affairs, public affairs, policy, communications, scientific, research, or similarly complex professional environments preferred.
• Strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, as well as virtual-meeting, document-management, or comparable collaboration platforms.
• Strong professional writing, editing, proofreading, formatting, and executive-communication skills.
• Strong organizational and time-management skills, with the ability to manage complex schedules, competing priorities, review cycles, and changing deadlines.
• Knowledge of document control, version management, records management, document routing, approval tracking, and quality-control practices.
• Ability to synthesize complex information into concise executive briefings, reports, presentations, talking points, and other decision-ready materials.
• Strong attention to detail and the ability to produce accurate, complete, consistent, and professional work with minimal supervision.
• Sound judgment, discretion, diplomacy, and professionalism when handling sensitive, proprietary, official, or high-profile matters.
• Ability to anticipate executive needs, identify potential issues, and independently recommend or implement practical solutions.
• Ability to establish collaborative working relationships and communicate effectively with executives, staff, clients, and external stakeholders at all organizational levels.
• Ability to provide guidance, coordination, and quality oversight to other administrative staff, as assigned.
• Familiarity with federal plain-language principles, Section 508 accessibility requirements, and federal document standards preferred.

Skills

Required

• Strong attention to detail
• Ability to anticipate executive needs
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Teams
• Microsoft SharePoint
• Virtual-meeting platforms
• Document-management platforms
• Collaboration platforms