Executive Administrative Assistant

The Role

We are seeking a highly organized, tech-savvy, and detail-oriented Administrative Assistant to support our

executive leadership. Based in our Oakland office, this role will provide crucial day-to-day administrative

support to the CEO and executive team for our USMC contract. This is an excellent part-time opportunity for

a current college student looking to gain professional experience in government contracting while utilizing

cutting-edge AI technology.

Key Responsibilities

AI-Enhanced Productivity: Leverage AI tools to streamline workflows, optimize scheduling, and draft

communications.

DoD Contract Support: Assist with administrative functions specific to federal defense contracts,

ensuring compliance with military formatting and reporting standards.

Calendar & Scheduling: Manage schedules, coordinate internal and external meetings, and ensure

leadership is prepared for daily appointments.

Stakeholder Communication: Act as a reliable point of contact, following up with military and civilian

stakeholders in a timely and professional manner.

Meeting Management & Minutes: Attend project meetings to take accurate minutes, utilizing AI to

quickly generate summaries and track action items.

Record Keeping: Maintain and organize digital and physical files, ensuring all critical project documents

are securely stored.

Travel Coordination: Arrange and manage travel itineraries, including flights, accommodations, and

ground transportation.

Office Logistics: Coordinate printing services, manage office materials, and assist with general

administrative duties.

Qualifications

Currently enrolled in a college or university degree program (attending part-time).

Expertise in AI: Proven ability to use Generative AI tools to automate tasks and improve operational

efficiency.

Strong written and verbal communication skills.

Proficiency in standard office software.

Ability to handle sensitive information with discretion and professionalism.

Work Schedule & Compensation

Hours: Part-Time (Flexible around class schedules)

Location: In-office (Oakland, CA)

Compensation: Commensurate with experience