Executive Assistant

If you are unable to complete this application due to a disability, contact Ocean Associates at 703-388-9548 to ask for an accommodation or an alternative application process.

Ocean Associates Inc. (OAI) is seeking applicants for a full-time Executive Assistant position to support the NOAA/NMFS Office of International Affairs, Trade, and Commerce (IATC).  The IATC engages other countries bilaterally and through various multilateral international fisheries organizations and conducts programs to facilitate seafood commerce and trade. It promotes sound management and conservation of global fisheries resources in a manner consistent with U.S. domestic fisheries policy.  This position will support IATC administrative operations.

OAI is a Virginia corporation established in 2003 that provides consulting and technical services to the U.S. government, non-governmental organizations, international organizations, and the private sector. We specialize in scientific program and project management, strategic planning, professional and technical services and stakeholder engagement, supporting government contracts.

NOTE:  A cover letter that describes how your skills, experience and education meet the required qualifications of the position must be included with your resume when submitting the application and is mandatory. 

Duties

Support the OIATC with administrative and travel support, including the following specific activities:

• Coordinate the OIATC Director’s schedule, working closely with the Chief of Staff. Schedule requested meetings with the Director, vet the need for meetings when appropriate, ensure the Director has necessary materials for meetings well ahead of time (agenda/briefing materials), and that rooms are booked for meetings.
• Present Director’s schedule for the week each Monday, along with pertinent briefing papers printed for each day.
• Finalize documents cleared by the Director, at the direction of the Chief of Staff.
• Manage repository of final documents (memos, decisions, etc.) for the Director.
• Handle pre-clearance of any external domestic visitors who have meetings with the Director in a timely manner.
• Provide meeting support of internal and external meetings as needed, including bilateral meetings – booking rooms, room setup, running presentations, etc.
• Assist with taskers as needed, at the direction of the Chief of Staff.
• Special projects/assignments, as directed.
• Provide travel support for the office, including flight and hotel bookings, processing expense reports, and general assistance for employees.

Start Date:  As soon as possible

Location:   Silver Spring MD  

Salary and Benefits: This is a full-time position with benefits. Salary: $35.00 to $38.00 per hour.

Required Knowledge and Experience: 

• High school diploma, Associate’s degree preferred
• Experience as an administrative or executive assistant to a director-level position.
• Experience and knowledge of the entire MS Office suite and Google products (Gmail, Google Docs)
• Ability to prioritize work and needs of the Director
• Ability to meet deadlines and work quickly in an occasionally fast-paced environment
• Ability to problem-solve and present possible solutions to Director and supervisor
• Strong written and verbal communication skills
• Desire to contribute to the organizational excellence of the office
• US Citizenship

Only qualified applicants that meet experience or background requirements stated above need apply. When applying for this position you will be asked to upload your resume at the end of this online application.

Applicants must submit a resume that includes the following:

• Cover letter that describes how your skills, experience and education meet the required qualifications of the position.
• Work history for past 10 years or since last full-time education.
• Education.
• Previous experience or training with similar requirements.
• Three professional references.

If you are interested in being considered for this position, please APPLY THROUGH ADP WEB PORTAL, AT THE LINK AT THE TOP RIGHT OF THIS PAGE. 

– Include your name in the document file name.

-Upload your resume in readable, not scanned, PDF or Word format (PDF is preferred).

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States, complete the required employment eligibility verification document form upon hire, and successfully complete a federal government background check.   Ocean Associates Inc. is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of any status or condition protected by applicable federal or state law.

OAI is a government contractor and is required by law to invite applicants to self-identify their race, gender, national origin, disability status and veteran status. OAI is required to use the information it collects as part of its future affirmative action efforts in hiring. The information is collected anonymously by computer and is not connected to your application. You will see a place to check certain boxes in OAI’s online application. Even though the information is anonymous, self-identification is voluntary. You can always check the box that says you decline to self-identify.

Note:  If you are not selected, your materials may be retained for present or future opportunities. We may use your resume in bidding on a project and if we are awarded the work, we will contact you before seeking further applicants. If you do not wish us to retain or use your resume to seek work for you, please let us know in the “Notes” section on the second page of the online application.