Executive Assistant

Company Summary

Arlo Solutions (Arlo) is an information technology consulting services company that specializes in delivering technology solutions. Our reputation reflects the high quality of the talented Arlo Solutions team and the consultants working in partnership with our customers. Our mission is to understand and meet the needs of both our customers and consultants by delivering quality, value-added solutions. Our solutions are designed and managed to not only reduce costs, but to improve business processes, accelerate response time, improve services to end-users, and give our customers a competitive edge, now and into the future. 

Position Description: 

Arlo Solutions is seeking a highly organized and detail-oriented Executive Assistant to provide direct administrative and executive support to senior leadership at the Defense Nuclear Facilities Safety Board (DNFSB). This position requires a proactive professional capable of managing complex schedules, coordinating high-level meetings and engagements, preparing executive correspondence and briefing materials, and maintaining the highest standards of discretion and professionalism in a fast-paced federal environment. The Executive Assistant will serve as a critical point of contact for the DNFSB Board, ensuring seamless day-to-day operations and supporting the agency's mission of ensuring adequate protection of public health and safety at Department of Energy defense nuclear facilities.

Responsibilities and/or Success Factors:

• Manage complex scheduling and coordination of Microsoft Outlook calendars for senior leadership, ensuring accurate scheduling, alignment of internal and external engagements, and avoidance of conflicts.

• Serve as the primary point of contact for logistics for meetings, travel arrangements, room reservations, and briefing material distribution; coordinate all logistics in a timely and organized manner.

• Track, organize, and update all leadership taskers, action items, commitments, and deliverables using approved agency tools to maintain full visibility of priorities.

• Maintain situational awareness of current and emerging requirements, proactively identifying bottlenecks and elevating items requiring leadership attention.

• Support the development, formatting, editing, and version control of correspondence, policy documents, briefing materials, governance packages, and official submissions.

• Prepare and update weekly reports, calendars, briefing books, meeting summaries, and event materials to ensure leadership remains aligned and informed.

• Utilize Microsoft Office applications to draft and prepare correspondence, policy papers, operational documentation, reports, records, and other materials in support of the Office of the Executive Director.

• Provide high-quality executive assistance, including email triage, drafting administrative correspondence, arranging calls, coordinating follow-ups, and preparing supporting materials.

• Uphold professional discretion, confidentiality, and sound judgment in all communications and administrative actions. 

• Represent the leadership office with professionalism, tact, and courtesy in all engagements with staff, industry partners, and government counterparts.

• Coordinate with internal offices to gather information, verify deadlines, and support timely responses to internal and external stakeholders.

• Support the execution of meetings, events, and engagements ranging from small leadership sessions to larger interagency or partner events.

• Maintain secure and orderly recordkeeping systems, files, SharePoint content, and official documents in accordance with agency policy and applicable records management standards.

• Provide administrative input on internal office processes (non-decision-making) and assist with monitoring commitments to ensure timely resolution by responsible personnel.

• Coordinate with the Facilities Manager to acquire, maintain, and replace office equipment.

• Support the tracking and coordination of leadership action items, due-outs, work plans, and other executive initiatives by maintaining accurate records, monitoring deadlines, and providing timely follow-up to responsible offices.

• Serve as a backup for the Support Specialist and Board Executive Secretariat (ExSec) personnel, as directed by the Program Manager.

• Recommend improvements to administrative processes and support implementation for enhancing the Office's administrative processes and implementing improvements where applicable.

• Deliver a Weekly Status Report to the Contracting Officer's Representative (COR) by COB on the last calendar workday of each week, including activities accomplished, status of pending activities, and risks/issue management.

• Perform other administrative duties, as assigned and within the scope of non-inherently governmental functions.

Minimum Qualifications Including Certificates:

• Bachelor's degree in Business Administration, Public Administration, Communications, Organizational Management, or a closely related field. Five (5) years of professional experience may be considered in lieu of a degree.

• Minimum of three (3) years of executive administrative support experience, preferably supporting senior executives within a federal government, executive leadership, or similarly fast-paced professional environment.

• Demonstrated proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

• Proficiency in using CWTSato E2 Solutions Travel System.

• Excellent written and verbal communication skills.

• Strong organizational and time-management abilities.

• Ability to manage multiple competing priorities with minimal supervision.

• Strong customer service and stakeholder engagement skills.

• Must be a legal resident of the United States.

• Must be able to pass a federal background investigation (NAC and NACI or equivalent) and obtain a DNFSB-issued identity credential under HSPD-12 requirements.

AAP Statement

We are proud to be an Affirmative Action and Equal Opportunity Employer and as such, we evaluate qualified candidates in full consideration without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, age, disability status, protected veteran status, and any other protected status.