Title: Executive Assistant
Client:
Location: Silver Spring, MD
Employment Type: Full-Time
Position Overview
NOAA is seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive executive-level administrative support to senior leadership at NOAA Headquarters in Silver Spring, Maryland. The ideal candidate will serve as a trusted partner to executives by managing complex calendars, coordinating meetings and travel, preparing correspondence and briefing materials, facilitating communications, and ensuring efficient day-to-day operations.
This position requires exceptional organizational skills, discretion in handling sensitive information, strong communication abilities, and experience supporting senior leaders in a fast-paced federal, scientific, or government environment. The Executive Assistant will interact regularly with NOAA leadership, Department of Commerce officials, federal partners, contractors, stakeholders, and external organizations. NOAA headquarters is located in Silver Spring, Maryland and serves as the administrative center for many NOAA offices and programs.
Key Responsibilities
Executive Support
- Provide direct administrative support to senior NOAA executives and leadership teams.
- Manage and maintain complex executive calendars, schedules, and priorities.
- Coordinate internal and external meetings, conferences, workshops, and executive briefings.
- Screen and prioritize incoming correspondence, phone calls, emails, and requests.
- Prepare meeting agendas, presentations, briefing packages, reports, and executive correspondence.
- Track action items and ensure timely completion of executive assignments.
Meeting & Event Coordination
- Schedule and coordinate executive meetings across multiple NOAA offices and external organizations.
- Arrange conference rooms, virtual meeting platforms, logistics, and supporting materials.
- Prepare meeting notes, summaries, and follow-up actions.
- Support high-level stakeholder engagements, leadership forums, and special events.
Travel & Logistics Management
- Coordinate domestic and international travel arrangements in accordance with federal travel regulations.
- Prepare travel authorizations, itineraries, vouchers, and reimbursement documentation.
- Track travel-related expenses and maintain supporting records.
Administrative Operations
- Maintain organized electronic and physical filing systems.
- Assist with records management and document control in accordance with federal policies.
- Monitor deadlines, deliverables, and recurring reporting requirements.
- Support office operations, procurement requests, onboarding activities, and administrative processes. Executive and administrative support functions within NOAA commonly include coordination of calendars, correspondence, procurement actions, records management, and office operations.
Communication & Coordination
- Serve as a liaison between executive leadership and internal/external stakeholders.
- Draft, edit, and proofread professional correspondence, reports, and presentations.
- Coordinate information flow between leadership, program offices, and partner organizations.
- Maintain confidentiality when handling sensitive or privileged information.
Special Projects
- Support executive initiatives, strategic projects, and organizational priorities.
- Conduct research and gather information for leadership decision-making.
- Assist in developing executive briefings, status reports, and presentation materials.
- Track project milestones and provide administrative support for special assignments.
Minimum Qualifications
- Bachelor''s degree from an accredited college or university preferred.
- Minimum 5 years of executive assistant, administrative management, or senior-level administrative support experience.
- Experience supporting senior executives, directors, or government leadership.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
- Excellent written and verbal communication skills.
- Strong organizational, multitasking, and time-management abilities.
- Ability to exercise sound judgment and maintain strict confidentiality.
- Experience coordinating meetings, travel, and executive correspondence.
- Ability to work independently and manage competing priorities.
Preferred Qualifications
- Experience supporting federal government executives or senior leadership.
- Familiarity with Department of Commerce or NOAA operations.
- Experience preparing executive briefing materials and official correspondence.
- Knowledge of federal administrative procedures, records management, and travel systems.
- Experience coordinating high-level meetings involving multiple stakeholders.
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