Executive Administrative Assistant Top Secret

Overview

Executive Administrative Assistant Top Secret at SiloSmashers, Inc. supporting a federal law enforcement client.

Executive Administrative Assistant

The Administrative Support performs a variety of clerical and administrative duties that are necessary to run an organization efficiently.

Responsibilities

• Write a variety of technical articles, reports, brochures, and / or manuals for documentation for a wide range of uses.
• Create, customize, prepare, and maintain presentations, briefing charts, and documents using computer software (e.g., Microsoft Office Suite), websites, graphical elements, scanned photos, and other presentation materials.
• Review and modify correspondence for internal consistency and conformance.
• Maintain and update the calendar of management within the assigned Units and / or Sections using computer software (e.g., Microsoft Office Suite) by making appointments and arranging meetings, based on the manager\'s schedule and current issues.
• Coordinate and support meetings and special events for the organization, including coordinating amenities, accommodations, visit requests, and collection of funds.
• Schedule accommodations for meetings, record lunch requests for meetings with outside guests, notify attendees, coordinate Video Teleconference / Conference requirements, and handle other special requirements for meetings / conferences / projects.
• Obtain and deliver read-ahead material for management\'s scheduled meetings and distribute to attendees.
• Prepare travel requests; arrange travel and lodging arrangements; arrange and coordinate a schedule for visits.
• Maintain conference room reservation schedules for coordinating meetings, visits, and appointments.
• Enter data and maintain office databases such as organizational charts, personnel accountability, travel, training, and budget.
• Enter and maintain professional data; serve as records manager and maintain office files.
• Collect, review, archive forms, and enter data into the timekeeping system for branch chief review.
• Coordinate, define structure, and organize electronic materials, presentations and documents using databases, servers, and SharePoint sites.
• Prepare property turn-ins.
• Prepare, review and process training requests, travel vouchers, conference requests, personnel related documents, and technical report staffing for conformance to policy and procedures prior to the appropriate signature.
• Gather and organize completed personnel documents and deliver completed document packages for personnel actions to include civilians, contractors, students, guest researchers, etc.
• Respond to administrative queries and taskers by the established deadline; keep accurate records of final disposition of each action and inform the respective action officer of results.
• Receive and screen visitors and phone calls; answer the office manager telephone line, take messages, and refer calls and visitors to appropriate staff.
• Operate shared office equipment (copy machine, scanners, facsimile machine, computers, printers, shredders) and submit repair requests as needed.
• Follow standard operating procedures (SOP) and Internal Operating Procedures (IOPs) provided as Government Furnished Information (GFI) at contract award related to personnel accountability, security, and safety.
• Prepare and review correspondence (e.g., minutes, information papers, reports, queries, taskers) for grammatical errors, proper tone, accuracy, clarity, and formatting; make corrections as necessary.
• Participate as a member of Integrated Product Teams (IPTs) or groups developing changes or improvements to administrative processes and procedures.

Qualifications

Salary : $78,000 - $80,000 per year

Employment type : Full-time

Seniority level : Mid-Senior level

Job function : Administrative

Industries : Business Consulting and Services

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