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Senior Administrative Assistant(Active Top Secret Clearance)

4 months ago

Huntsville, United States SiloSmashers Full time

Senior Administrative Assistant

SiloSmashers is seeking an experienced Administrative Assistant to support our federal law enforcement client.

The Administrative Assistant performs a variety of clerical and administrative duties that are necessary to run an organization efficiently.

Work Description:

* Coordinate/manage schedule/calendar for executive management
* Canvas for appropriate talking points for meetings/engagements
* Create, customize, prepare, and maintain presentations, briefing charts, and documents using computer software (e.g., Microsoft Office Suite), websites, graphical elements, scanned photos, and other presentation materials.
* Review and modify correspondence for internal consistency and conformance.
* Maintain and update the calendar of management within the assigned Units and/or Sections using computer software (e.g., Microsoft Office Suite) by making appointments and arranging meetings, based on the manager's schedule and current issues.
* Coordinate and support meetings and special events for the organization to include coordinating all amenities, accommodations, visit requests, and collection of funds.
* Schedule accommodations for meetings, record lunch requests for meetings with outside guests notify attendees, coordinate Video Teleconference Conference requirements, and handle any other special requirements for meetings/conferences/projects (reserve parking spaces, directional signs, registration desk, name plates, table tents, etc.).
* Obtain and deliver read ahead material for management's scheduled meetings and distribute to attendees.
* Prepare travel requests; arrange travel and lodging arrangements; arrange and coordinate a schedule for visits.
* Maintain conference room reservation schedules for the purpose of coordinating meetings, visits, and appointments.
* Enter data and maintain office databases such as organizational charts, personnel accountability, travel, training, and budget.
* Enter and maintain professional data.
* Serve as records manager and maintain office files.
* Collect, review, archive forms (such as leave requests, employee work schedules, and telework applications), and enter data into the timekeeping system for branch chief review.
* Coordinate, define structure, and organize electronic materials, presentations and documents using databases, servers, and SharePoint sites.
* Prepare property turn-ins
* Prepare, review and process training requests, travel vouchers, conference requests, personnel related documents, and technical report staffing for conformance to policy and procedures prior to the appropriate authoritative signature.
* Gather and organize completed personnel documents and delivering completed document packages for personnel actions to include civilians, contractors, students, guest researchers, etc.
* Respond to administrative queries and taskers by the established deadline. Keep accurate records of final disposition of each action and inform the respective action officer of results.
* Receive and screen visitors and phone calls. Professionally answer office manager telephone line, take messages, and refer calls and visitors to appropriate staff.
* Operate shared office equipment, to include copy machine, scanners, facsimile machine, computers, printers, and shredders, and as needed submit repair requests.
* Follow standard operating procedures (SOP) and Internal Operating Procedures (IOPs) provided as Government Furnished Information (GFI) at contract award, related to functions such as personnel accountability, security, and safety.
* Prepare and review correspondence (e.g., minutes, information papers, reports, queries, taskers) for grammatical errors, proper tone, accuracy, clarity, and formatting. Make corrections and retypes as necessary.
* Participate as a member of Integrated Product Teams (IPTs) or groups developing changes or improvements to administrative processes and procedures.

The Senior Administrative Assistant position shall have the following qualifications:

* High School diploma and six (6) year of general office assistant experience. Bachelor's degree from an accredited university or college or relevant training may be substituted for experience.
* Knowledge and/ experience using Microsoft Office Suite, specifically Power Point, Excel, and Word.
* Ability to communicate orally and in writing.
* Experience operating standard office equipment, to include telephones, copy machine, scanners, facsimile machine, computers, printers, and shredders.