Executive Administrative Assistant
2 months ago
Our client is seeking a highly organized and proactive Executive Assistant to support a large Federal organization with a formalized structure. This hybrid position requires 3-4 days of onsite presence in Arlington, VA, and involves a wide range of clerical, secretarial, and administrative tasks to ensure the smooth operation of the organization.
Key Responsibilities:
Executive Assistance Support Requirements:
Clerical and Secretarial Support:
- Provide comprehensive clerical and secretarial support to a large Federal organization.
- Prepare and develop correspondence, reports, memorandums, presentations, and other communication materials for distribution both on-site and off-site.
Document Preparation and Review:
- Review correspondence for signatures from staff, supervisors, or senior managers, ensuring proper format, procedural compliance, and accuracy.
- Monitor and track correspondence in approved databases to meet suspense requirements.
- Distribute correspondence in accordance with approved guidelines and processes.
Event Planning and Coordination:
- Plan, coordinate, and organize events for Federal staff, including on-site and off-site events.
- Tasks include submitting presentations, securing necessary equipment, taking attendance, and distributing meeting documents.
- Operate equipment such as projectors and computers as needed.
Scheduling and Calendar Management:
- Monitor a broad range of communications to make scheduling determinations and recommendations.
- Maintain the daily schedule of assigned Federal staff.
- Schedule and maintain a calendar of meeting spaces within the organization.
Communication and Interface:
- Understand the mission, objectives, and organizational structure to facilitate effective communication.
- Interface with Government and contractor executives to facilitate activities as assigned.
- Participate in document meetings, conferences, and other events.
File and Record Management:
- Maintain assigned files and record systems in accordance with DOE-approved guidelines.
- Perform routine duplication of documents using provided duplication equipment (up to 15,000 printed pages).
Office Supplies and Inventory:
- Order and maintain an approved inventory of standard office supplies for assigned staff using approved processes.
Time and Attendance:
- Assist Federal staff with the completion of time and attendance submissions and maintain records as required.
Travel Coordination:
- Assist Federal staff with official travel requirements.
Reception and Call Management:
- Receive telephone calls and visitors, directing them to the appropriate Federal staff or redirecting as necessary.
Video Teleconference Coordination:
- Schedule, coordinate, and set up video teleconferences, including local resources and participants.
Qualifications:
- Proven experience in providing clerical and secretarial support within a formalized organization.
- Strong organizational skills with the ability to multitask and prioritize effectively.
- Excellent communication skills, both written and verbal.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to operate office equipment such as projectors, computers, and duplication machines.
- Familiarity with scheduling and calendar management.
- Experience in event planning and coordination.
- Strong attention to detail and accuracy in document preparation and review.
- Ability to interface effectively with Government and contractor executives.
- Knowledge of file and record management systems.
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