Executive Secretary II

Position Summary

The Executive Secretary II provides comprehensive administrative support to the National Security Institute (NSI) and its Director. Acting as the first point of contact for the executive, this position demands exceptional organizational abilities, flexibility, and a strong commitment to confidentiality and professionalism.

The individual must present a polished and professional demeanor, managing sensitive information with discretion. The role requires a proactive and resourceful approach, with the ability to anticipate needs, prioritize competing demands, and coordinate executive activities seamlessly. Strong organizational and communication skills, adaptability in a fast-paced environment, and a commitment to excellence are essential for success. This position requires in-office presence five days per week.

Duties and Responsibilities

• Administrative Support – 45%: Provide high-level administrative assistance to the NSI Director, ensuring prompt communication, drafting correspondence, answering calls, and monitoring critical issues. Serve as a communication bridge between the NSI Director and other offices to maintain workflow efficiency.
• Calendar Management – 35%: Coordinate and oversee the calendars of the NSI Director schedule and prioritize meetings, and ensure that all virtual and in-person sessions are properly arranged. Prepare agendas, minutes, and supporting documents to facilitate productive discussions.
• Travel Coordination – 20%: Organize and confirm travel arrangements for the NSI Director, maintain awareness of travel schedules, and adjust meeting logistics as needed to minimize disruptions.

Skill Set Requirements

• Technical Skills: Proficiency with Microsoft 365 (Outlook), calendar management tools, office productivity software (Word, Excel, PowerPoint), virtual meeting platforms (Microsoft Teams and Zoom), travel management systems (SAP Concur), document preparation, data entry and record keeping, and basic technical troubleshooting support.
• Soft Skills: Strong organizational and communication skills, discretion and confidentiality, adaptability, problem-solving, flexibility, interpersonal skills, time management, and customer service orientation.
• Experience: Five to eight years of progressively responsible administrative experience, including proficiency in word processing, spreadsheets, databases, and presentation software; editing and composing correspondence; or an equivalent combination of education and experience.

Minimum Requirements

Knowledge normally acquired through a high school education with course work in word processing, typing, shorthand, and grammar; five to eight years of related and progressively more responsible or expansive work experience in maintaining account ledgers, word processing, editing, composing correspondence, taking dictation, spreadsheet, database, desktop publishing, and/or presentation software; or an equivalent combination of education and experience.

Desired Qualifications

Associate or Bachelor's degree in business administration, management or communications.