Sr Administrative Associate
4 weeks ago
The Executive Assistant will manage the overall workflow and coordination of the Quantech X6 office. Work includes scheduling, managing, and disseminating calendar(s); controlling access to the Vice President and Business Area Manager; ordering office supplies, greeting and escorting visitors, preparing correspondence and assisting with the recruiting effort for X6 and Quantech open positions as required. Additionally, this person will be an Administrative Assistant "Floater" to support specific customers onsite in the absence of the regular employee. This position requires wide latitude of discretion regarding workflow and priorities, in addition to in-depth knowledge of various executives' styles, methods of operation, and authorities.
Job Requirements
Key Responsibilities:
* Provide executive administrative and recruiting support to the X-6 Division at Quantech
* Assist with backup administrative support for other offices at NRO when required
* Maintain the X6 office in a manner that reflects the professionalism required for the industry
* Conduct full cycle recruitment for professional candidates for Quantech's execution teams and corporate office
* Generate qualified applicants through advertising, networking, sourcing, screening, and interviewing
* Recommend prospective candidates for employment and extend offers of employment to successful candidates
Required Skills and Qualifications:
* Excellent organizational and time management skills
* Strong background in Administrative Assistant related support
* Ability to interact and support Senior Government and Military personnel
* Strong communication and interpersonal skills
* Ability to work effectively in a team and independently
* Knowledge of recruitment concepts, practices, and procedures
* Knowledge of employment law
Administrative Assistant Tasks
* Maintain a calendar and 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
* Prepare travel/training arrangements and process travel/training accounting/vouchers for the program office
* Draft, proofread, edit and 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
* Assist in planning, scheduling, organizing, and execution of meetings, events, conferences, off-sites, and reserving related conference rooms
* Participate in meetings and events: may serve as recorder and may present position- related information
* Maintain an efficient office environment to include assisting in the ordering of supplies/equipment, arranging for office equipment repairs, coordinating office renovations, and participating in event planning
Recruiting Tasks
* Handle administrative tasks in support of recruiting process
* Evaluate resumes
* Develop and place employment campaigns
* Post and maintain job boards for both internal and external open positions
* Open position requisitions for X-6 team
* Schedule Interviews
* Prepare new hire and termination packages for X-6
* Responsible for on-boarding and off-boarding of X-6 employees
* Conduct reference checks and verify education and experience
* Ensure all necessary candidate paperwork is completed and signed
* Source candidates through internal and external sources; existing databases, advertising, managing internet-based recruitment process, professional networks, job fairs, employee referrals, college/university recruiting programs
* Coordinates entire process of responding to current government contract job fill requisitions by quickly submitting qualified candidates for each requisition
* Coordinate process of sourcing candidates for proposals to support staffing and key resumes. Produces letters of intent to prospective candidates submitted in bid.
* Set expectations / negotiate with candidates with regard to salary
* Prepares and sends offers of employment
* Report status updates of recruitment activity regularly
* Attend events for recruiting and company recognition
* Develop best practices and foster information sharing with management
* Take initiative and propose alternative strategies to meet challenging demands and deadlines
* Be prepared to function as an "Administrative Floater" to support the various customer Directorates/Offices with Administrative Assistant coverage during periods of absences of the primary employee.
* Perform normal office management functions such as greeting and escorting visitors, ordering office supplies, retrieving mail, reserving and maintaining the conference calendar and other related tasks.
Competencies:
Effective communication skills. Strong organizational skills. Detail oriented, ability to prioritize workflows. Maintain confidentiality on all personnel issues. Knowledge of employment and hiring practices.
Education Required:
Bachelor's degree required, experience in lieu of degree is acceptable.
Years of Relevant Experience:
Minimum of 10 years of relevant work experience. Direct contract work experience on Intelligence Community support contracts for technical knowledge of positions for which they are recruiting
Security Clearance: TS/SCI w/ CI POLY
Security clearance required
TSSCI CI Poly
Travel
0 - 10%
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