Executive Assistant

Aretum is a mission-driven organization committed to delivering innovative, technology-enabled solutions to our customers across defense, civilian, and homeland security sectors. Our teams work at the intersection of strategy, technology, and transformation, helping agencies solve their most critical challenges. We believe in investing in our people and creating a culture where collaboration, inclusion, and professional growth are at the forefront. 
 
Join us to be part of meaningful work that drives national impact and grow your career alongside exceptional peers. 

Due to the nature of our work as a federal consulting organization, employees may be expected to handle Controlled Unclassified Information (CUI) and must adhere to applicable safeguarding and compliance requirements. Additionally, all team members may be called upon to support proposal efforts as needed. This could include resume formatting, providing skills alignment summaries, participating in meetings, or contributing to solutioning activities based on subject matter expertise or functional experience. 

Responsibilities

• Secretarial duties (filing, taking phone calls, scheduling appointments, making travel arrangements using Concur Travel), are provided to the Executive.
• Prepare typed /written meeting minutes that are a clear, accurate, and comprehensive record that captures all action items and tasks identified in each meeting.
• When requested recorded Teams meetings are transcribed (typed/written) to capture all action items, assigned tasks, and follow-up tasks are identified.
• All notes (typed/written) from recorded meetings, Lunch and Learn sessions are to be clear, accurate, and comprehensive.
• Receives telephone calls and visitors for the ACIO, screening those which can be handled without the ACIO’s help.
• Keeps the ACIO’s calendar (as requested), schedules appointments and meetings, and sees that the ACIO is fully briefed on the matters to be considered before the scheduled meeting.
• Prioritizes and carries out special projects and complex assignments.
• Attend via conference call or in person to all regularly scheduled and some ad-hoc ACIO staff meetings, as required.
• Based upon the information provided by the ACIO concerning the purpose of the meetings and people to attend, makes necessary arrangements for meetings, including space, time, contacting people, and other matters.
• Assembles background material for the ACIO.
• Attends the meetings, takes notes, and prepares a report on the proceedings when required.
• Receives requests for information concerning the organization’s programs which can be assembled from the record based on knowledge of the organization, advises when the material can be furnished and prepares it personally and follows through to see that it is prepared by staff within the specified time to meet deadlines.

• 3 years of experience supporting government executives.
• Must be an expert in all Microsoft Office productivity tools.
• Must be proficient with visual modeling (e.g., tools such as Visio, PowerPoint).
• Must interact with professionalism on the phone and in person.
• Must follow instruction and work independently and confidentially while completing tasks without direct supervision.
• Must pay attention to detail and have excellent skills of observation to take care to perform tasks correctly.
• Must transcribe audio accurately and pays attention to detail to deliver high-quality work consistently.
• Capable of working in a fast-paced environment of changing priorities and is fully capable of establishing priorities commemorate with task assignments.
• Must be able to work independently on projects requiring research and preparation of briefing charts and other presentation materials, on behalf of the ACIO, organization wide.

Work Environment & Physical Requirements 

• This is a remote/work-from-home position. The employee is expected to maintain a professional and distraction-free home office environment with reliable internet access and the ability to participate in video and audio calls during standard working hours. Standard office equipment such as a computer, phone, and webcam will be used regularly. 

• The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job: 

• Prolonged periods of sitting and working on a computer. 

• Frequent use of hands and fingers to operate computer and telephone equipment. 

• Must be able to lift up to 15 pounds occasionally (e.g., moving equipment). 

• Ability to participate in virtual meetings and communicate clearly via video/audio platforms. 

Travel Requirement 

This is a remote position; however, occasional travel may be required based on project needs, client meetings, team collaboration events, or training sessions. Travel is expected to be less than 10% and will be communicated in advance whenever possible. 

EEO & Pay Transparency Statement 

Aretum is committed to fostering a workplace rooted in excellence, integrity, and equal opportunity for all. We adhere to merit-based hiring practices, ensuring that all employment decisions are made based on qualifications, skills, and ability to perform the job, without preference or consideration of factors unrelated to job performance. 

As an Equal Opportunity Employer, Aretum complies with all applicable federal, state, and local employment laws. 

We are proud to support our nation’s veterans and military families, providing career opportunities that honor their service and experience. 

If you require reasonable accommodation during the hiring process due to a disability, please contact [email protected] for assistance. 
 
In compliance with Executive Order 13665, Aretum will not discharge or otherwise discriminate against employees or applicants for inquiring about, discussing, or disclosing their own pay or that of another employee or applicant. 

Equal Opportunity Employer/Veterans/Disabled 

U.S. Work Authorization  

Due to federal contract requirements, only U.S. citizens are eligible for this position.

• Health Care Plan (Medical, Dental & Vision)  

• Retirement Plan (401k) 

• Life Insurance (Basic, Voluntary & AD&D)  

• Paid Time Off 

• Family Leave (Maternity, Paternity)  

• Short Term & Long-Term Disability  

• Training & Development