Senior Executive Assistant

United States·Melbournesenior

Executive AssistantAdministration & Office Support

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Quick Summary

Key Responsibilities

Provide high-level administrative and project support to the CEO. Manage and maintain the CEO’s calendar, appointments, meetings, and scheduling priorities. Coordinate travel arrangements,

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Executive AssistantAdministration & Office Support

Do you naturally organize, anticipate, problem-solve, and follow through? We're looking for a Senior Executive Assistant who enjoys keeping everything connected and moving, bringing structure to a fast-paced environment, staying two steps ahead, and helping our CEO keep priorities, projects, and commitments on track.

Alluvionic is a woman-owned, 8(a) certified solutions provider specializing in project management, process improvement, product development, cybersecurity, and training services.

Position Summary
Alluvionic is seeking a highly organized, proactive, and detail-oriented Senior Executive Assistant to provide dedicated support to the CEO. This role serves as a trusted partner to the CEO, helping manage priorities, coordinate activities, maintain organization, and ensure critical initiatives and commitments are executed efficiently. In addition to supporting executive priorities, this individual will assist with select projects and priorities, helping with coordination, follow-up, and execution as needed.

The ideal candidate thrives in a fast-paced environment, can adapt quickly to changing priorities, and possesses exceptional judgment, discretion, and follow-through. This individual is systems-oriented, organized, and proactive, with the ability to anticipate needs, solve problems, manage projects, and keep important work moving forward with minimal direction.

This position requires a high degree of professionalism, confidentiality, attention to detail, and the ability to operate effectively in a dynamic government contracting environment.

Roles and Responsibilities
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The Senior Executive Assistant will:

Provide high-level administrative and project support to the CEO.
Manage and maintain the CEO’s calendar, appointments, meetings, and scheduling priorities.
Coordinate travel arrangements, itineraries, and expense reporting.
Help the CEO manage competing priorities, upcoming commitments, and important deliverables.
Anticipate executive needs and proactively identify opportunities to improve organization, efficiency, and follow-through.
Prepare, draft, edit, and distribute reports, presentations, correspondence, meeting materials, and other business documents.
Attend meetings as needed, document key discussions and decisions, track action items, and ensure timely follow-through on commitments and deadlines.
Support select executive projects and priorities through coordination, organization, tracking, and follow-up.
Maintain project trackers, timelines, action items, meeting notes, and supporting documentation as needed.
Coordinate with internal and external stakeholders to help keep assigned priorities and activities moving forward.
Identify outstanding actions, dependencies, or issues and elevate items requiring leadership attention or direction.
Conduct research, gather and organize information, and support the development of recommendations.
Prepare project communications, presentations, reports, and other supporting materials as needed.
Maintain project schedules, trackers, dashboards, meeting materials, and status updates.
Maintain clear project documentation and help provide leadership with visibility into progress, risks, decisions, and next steps.
Maintain organized digital files, records, contact lists, trackers, and administrative systems.
Serve as a professional point of contact for internal and external stakeholders on behalf of the CEO.
Support leadership meetings, company meetings, executive functions, and other key events.
Assist with administrative tasks related to government contracts, proposals, compliance activities, and government systems.
Handle confidential, proprietary, and sensitive information with discretion and sound judgment.
Manage multiple projects and priorities while maintaining attention to detail and meeting deadlines.
Perform other duties as assigned.

Required Qualifications

Bachelor's degree in business administration, communications, project management, or a related field, or an equivalent combination of education and relevant experience.
4+ years of executive administrative or senior-level administrative support experience.
Demonstrated experience managing projects or major workstreams from planning through completion.
Ability to organize project information, track timelines and deliverables, and communicate effectively with stakeholders.
Experience supporting a senior executive, business owner, or CEO.
Exceptional organizational skills and attention to detail.
Strong written and verbal communication skills.
Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
Ability to manage multiple priorities and deadlines in a fast-paced environment.
Ability to work independently, make sound decisions, and take ownership of results.
Demonstrated professionalism, discretion, and confidentiality.

Preferred Qualifications

Government contracting (GovCon) experience.
Familiarity with government systems, contracts, proposals, or compliance-driven environments.
Project management certification, formal project management training, or equivalent practical experience.
Experience managing cross-functional projects involving multiple departments or stakeholders.
Experience leveraging AI tools to improve productivity and efficiency.
Bachelor's degree.

What Makes Someone Successful in This Role

Anticipates needs and takes action before issues arise.
Brings structure, organization, and momentum to complex assignments.
Balances competing priorities while maintaining accuracy and follow-through.
Is comfortable managing projects and working with stakeholders across the organization.
Communicates clearly and proactively when timelines, scope, or priorities are at risk.
Exercises sound judgment and critical thinking.
Adapts quickly when priorities change.
Works independently and takes ownership of outcomes.
Knows when to resolve an issue independently and when to elevate it.
Maintains a high level of professionalism, discretion, and attention to detail.