Office Assistant

DEPARTMENT: Washington D.C. Operations

REPORTS TO: Senior Vice President, Washington Operations

LOCATION: Arlington, VA, US

POSITION SUMMARY/OBJECTIVE:

The Office Assistant provides administrative and project management support to the SVP-Washington Operations and other senior leadership in the Washington DC Office. This individual takes initiative and works independently on a variety of special projects as directed by the SVP-Washington Operations.

RESPONSIBILITIES:

The following briefly describes representative responsibilities of this job, but it is not intended to be a complete or all-inclusive listing of activities, duties or responsibilities that are required of this position:

• Collaborates with Space Foundation senior leaders to manage the SVP Washington Operations calendar, appointments, external appearances and travel.
• Organizes and prioritizes schedules based on knowledge of the Space Foundation’s customers and familiarity with business priorities.
• Arranges detailed domestic and international travel plans, itineraries, and compiles documents for meetings for the SVP-Washington Operations
• Coordinates with Space Foundation Headquarters to ensure effective communication and collaboration, working directly with CEO EA; Works collaboratively with Space Foundation teams as required.
• Develops, produces, publishes, and distributes special information materials to support meetings for the SVP of Washington Operations
• In collaboration with Space Foundation senior leaders: Create, maintains, edits, updates and prepares a variety of presentations and/or speeches.
• Manages and organizes office files, documents, and records.
• Handles incoming calls and correspondence; Screens incoming calls and correspondence, responds independently when possible, and ensures that unsolicited calls, queries, and correspondence are directed to the cognizant manager other than the SVP-Washington Operations when appropriate.
• Over-sees operations in the Washington DC Office, to include day-to-day office operations to ensure a well-maintained and organized workspace.
• Prepares shipping documentation and materials.
• Manages office facilities, including equipment, furniture, and supplies; Liaise with vendors for office supplies, maintenance, and other services.
• Coordinates office maintenance, repairs, and improvements.
• Assists in onboarding new employees and facilitate orientation; maintains employee records and manages office schedules.
• Assists in budget preparation for Washington DC Operations, monitor office-related expenses compared to budget; identifies cost-saving opportunities without compromising quality.
• Arranges logistics for office gatherings and celebrations; Utilizes the Space Foundation event planning department to coordinate arrangements for food, beverages, meeting space and all logistics related to events and meetings in Washington DC meetings and any other meetings and events that may be required by the SVP Washington Operations and other members of the management team.
• Provides ad hoc support for Space Symposium functions to include speaker invitation, coordination and support, and administration of key Space Foundation awards programs.
• Performs other duties and special projects as may be assigned.

COMPETENCIES:

The following briefly describes knowledge, skills, abilities and characteristics associated with this position, including any required experience, education, licensure, certification, or combination thereof:

• A Bachelor’s degree in business, management, communication or related field, preferred, but not required.
• A minimum of ten years’ progressively responsible work experience, or a comparable blend of education and experience, is required.
• Previous experience supporting senior executives in a dynamic, fast-paced environment.
• Strong knowledge and experience utilizing the Microsoft Office suite, including Word, Excel, PowerPoint and Outlook are required. Experience using InDesign and Photoshop is helpful.
• Superior interpersonal skills and demonstrated ability to handle sensitive and confidential information and situations. The position continually requires demonstrated poise, tact and diplomacy.
• Accuracy and attention to detail are demanded in all aspects of the position -- composing, typing and proofing materials, establishing priorities and meeting deadlines.
• Must be able to work in a fast-paced environment with demonstrated ability to effectively handle multiple competing tasks and demands.
• Problem solving – identify and resolve problems in a timely manner, gather and analyze information skillfully and maintain confidentiality.
• Oral Communications – speaks clearly and persuasively in all situations and demonstrates group presentation skills. This includes the ability to connect and converse with high level military and government officials, as well as key industry stakeholders.
• Planning/Organization – prioritizes and plans work activities and uses time efficiently.
• Quality Control – demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Adaptability – adapts to changes in the work environment, manages competing demands and calmly manages frequent change, delay or unexpected events.
• Must be able to work both independently and also in a group/team.
• Occasional travel is required.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT:

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Individuals in this position will generally work indoors and will have a workspace designated solely for them. Necessary office furnishings, equipment and supplies will be provided by the Foundation. While performing the duties of this job, the employee may periodically be required to work outdoors and would be exposed to weather conditions prevalent at the time. The employee may periodically be required to work in an offsite environment or at special events, and from time-to-time may be asked to travel on Foundation business, at the Foundation’s expense. The noise level in the work environment is usually moderate.

JOB STATUS:

1. FLSA Classification: This position is exempt according to guidelines of the Fair Labor Standards Act and, as such, an individual in this position is not eligible to receive overtime pay.
2. Full- or Part-Time: This position is full-time in nature. An individual in this position will regularly work a schedule consisting of 40 hours per week.
3. Work Location: This position’s primary work site is the headquarters location in Arlington, VA. The nature and responsibilities of this position are such that it is eligible for alternative worksite arrangements, such as working from home or telecommuting, on a consistent or recurring basis.
4. Regular Schedule: Usual business days are Monday through Friday, holidays excepted, and usual business hours are from 8:00 A.M. to 5:00 P.M. in the time zone in which the position is located. The nature and responsibilities of this position are such that it is eligible for flexible work scheduling, such as 4-day workweek or alternate start/end times, on a consistent or recurring basis. Space Foundation’s current hybrid policy allows for two remote work days per week.