Executive Administrative Assistant

2 months ago


Arlington, United States Omniscius Consulting Full time
Job DescriptionJob Description

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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