Administrative Associate

1 month ago

Chantilly, United States Quantech Services, Inc. Full time

The Administrative Assistant position performs a variety of administrative duties providing mission support in one or more functions or business areas within the NRO Directorates/Offices. The nature of Administrative Assistant work encompasses various transactional activities and requires general knowledge of basic administrative processes, to moderately complex, and very complex tasks which demands a high degree of autonomy and latitude in planning, organizing, and decision making to fulfill work requirements.

Tasks:

* Maintain a schedule of appointments for a manager or office
* Answer routine telephone calls, direct calls and take messages
* Greet and escort visitors
* Retrieve, sort, and distribute incoming mail, newspapers, faxes, and other publications/documents
* Arrange for the delivery of outgoing mail/packages with the mailroom
* Prepare travel/training arrangements and process travel/training accounting/vouchers for the program office
* Draft, proofread, edit and coordinate correspondence
* Perform research and retrieve information from databases and other resources
* Maintain tracking records and filing systems; archive files
* Maintain, update and serve as focal point for databases or spreadsheets
* Assist in planning, scheduling, organizing, and execution of meetings, events, conferences, and off-sites
* Participate in meetings and events: may serve as recorder and may present position- related information
* Prepare access rosters and request security clearance transfers
* Assist in ordering supplies/equipment and arranging for office equipment repairs
* Perform administrative back up support for other offices
* Recommend innovative processes to improve the efficiency and effectiveness of the office
* Compose written communication in response to complex customer queries
* Prepare routine status reports and track office-related metrics
* Manage routine website content updates and coordinate more complex website changes with webmaster
* Coordinate scheduling, organizing, and execution of meetings, events, conferences, and off-sites
* Attend meetings, events, and forums
* Assist in maintaining inventories, records, and receipts
* Coordinate office renovations and relocation activities
* Support TIER actions, assign actions to the appropriate divisions or branches, follow up on actions, coordinate responses in a non-conflicted manner for senior management review, provide status reports, and participate at NRO-wide TIER meetings
* Draft and/or provide critical/final review of correspondence
* Draft documents such as instructions, spreadsheets, presentations and reports
* Build briefing packages and present information
* Analyze metrics and provide summary to senior management
* Administer databases and spreadsheets to include managing user accounts and accesses, creating reports, and performing updates

Job Requirements

Desired Skill Set:

* Demonstrated experience working independently, anticipating and adapting to changing mission requirements and priorities, and managing multiple tasks with minimal guidance
* Demonstrated experience with protocol and precedence; NRO/IC/DoD structure, regulations, directives, and policies
* Demonstrated ability to communicate effectively and concisely using a variety of styles and techniques appropriate to the audience
* Demonstrated experience to participate productively as a contributing member in a team environment
* Demonstrated ability to be discreet and maintain confidentiality
* Demonstrated experience in the use of Microsoft Office and standard computer applications
* Demonstrated experience of proper English usage, spelling, grammar, punctuation and sentence structure to ensure that written materials prepared and reviewed are complete, succinct, and formatted correctly

Education: High School Diploma OR GED Equivalent and 7 years relevant experience

Clearance: Active TS/SCI clearance, with CI Poly

We hire military

Please see standard Work, Physical and Mental Requirements for all Quantech roles.

Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets and fax machines.

Physical Demands This is largely a sedentary role mostly sitting; however, some filing may be required. This would require the ability to move files, or boxes with file data, open filing cabinets and bend or stand as necessary, ability to lift up to 40lbs.

Mental Demands: Reading; communicate effectively (verbal and written); maintain emotional control and professionalism.

Security clearance required

TSSCI CI Poly

Travel

0 - 10%

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