Executive Administrative Assistant

We are currently lookingfor an Executive Administrative Assistant for a contract positionwith the Department of Justice / UnitedStates Attorney s Office (USAO) located in PhoenixAZ.

This is initially for a1year contract with 2 additional optional years (for a total of 3years) with the USAO. Candidates must beU.

S. Citizens and be able to clear an extensive 7 (or 10) yearminimum background check / clearance investigation by theDepartment of Justice.

The individual will provide executivelevel administrative and secretarial support to the USAO sExecutive Division supporting the U.

S. Attorney (USA) FirstAssistant U.S. Attorney (FAUSA) and the Executive Assistant U.S.Attorney (EAUSA). The individual will perform the followingduties :

• Maintains calendars forthe USA FAUSA andEAUSA.
• Track dates andarrange / schedule conferences and meetings asnecessary.
• Prepares agenda notifyingparticipants and arrangingmeetings.
• Anticipates and preparesmaterials needed for conferences meetings correspondenceappointments telephone callsetc.
• Attends meetings andconferences to record summarize and distributeminutes.
• Maintains calendar(s) ofthe staff schedules appointments interviews and conferences andprovides reminders ofcommitments.
• Arrangestravel for the Executive Division by preparing itineraries securingtransportation and hotel reservations and preparing automatedtravel authorizations andvouchers.
• Reads screens and controlsincoming mail. Independently deals withthose matters that do not require his / her personal attention byreferring to appropriate staff members or personally performing thework needed to resolve thematter.
• Receives visitors andtelephone callers. Furnishes requested information concerningpending and closed matters functions and general procedures of theoffice.

Determines which matters should be referred to the USAFAUSA and EAUSA whether the immediacy of the call warrantsinterruption of the U.

S. Attorney or revision of previouslyestablished plans andpriorities.

• Establishes andmaintains a variety of files both manual andelectronic.
• Composes or produces awide variety of written documents that require a good workingknowledge of administrative procedures andterminology.
• Reviews all outgoingcorrespondence documents and reports prepared for the USA s FAUSA sand EAUSA s signature.
• Preparesspecial or onetime reports summaries or replies to inquiriesselecting relevant information from a variety of sources such asreports documents correspondence other offices etc. under generaldirections.
• Maintains an accuratetelephone listing of contact information from various departmentsand agencies.

Requirements :

Experience : Candidates must have a minimumof f ive years of administrative experiencesupporting multiple CLevel executives.

Experience working in a law firm ispreferred.

Education : Candidates should be seasonedprofessionals with a college degree orequivalent professional workexperience.

Skills : Expert organizational skills;topnotch time management skills; streamlined and polishedcommunication style; problemsolving orientation;

ownership of therole and the responsibilities; meticulous attention to detail;ability to remain calm and poised in times of highstress.

Additionally : Mastery of Microsoft Office suite including ability to createPowerPoint presentations Excel spreadsheets and Word documents.

Advanced Outlook skills including the calendaring and taskfunctions. Facility with Zoom and MS Teams. Ability to handleconfidential and sensitive matters professionally and withdiscretion.

Ability to resolve issues quickly effectively anddiplomatically and to make appropriate recommendations. Gooddecision maker strategic thinker and proven ability to manage timepeople and resources in order to meet deadlines.

Demonstratedability to take initiative manage projects and handle multiplecompeting priorities. Flexibility and ability to adapt toconstantly changingpriorities.

This is a full time / 40 hours perweek position. Candidates will be workingonsite each day (telework is not available for thisrole).

This position offers the accrual of2weeks of paid time off each year paid federal holidays and iseligible to enroll in our health benefitsprogram.

Executive Administrative Assistant