Executive Administrative Assistant
1 week ago
Overview
Credence Management Solutions, LLC (Credence) is seeking an Executive Administrative Assistant to support the Executive Offices of the Director (EOD) of the Federal Bureau of Investigation (FBI). This position will support senior executive services (SES) personnel, specifically the Chief Diversity Officer.
Responsibilities include, but are not limited to the duties listed below
In the absence of the executives, assume responsibility for ensuring requests for action or information, which would receive the respective executive’s attention, are made known to responsible personnel who can carry out or satisfy the request. Follow up on resulting activities for the purpose of briefing the executives. Recommend to the responsible personnel whether important or emergency matters should be brought to the executives 's attention when the executives are absent, but accessible.
Maintain personnel records for the division, showing dates of entry, assignments, and changes of status, residences, and telephone numbers.
Assist in making arrangements for presentations and/or lectures, either for the executives or for a member of their staff. Type documents from rough draft and make necessary changes to fit the situation at hand.
Receive and screen all telephone calls, determine the nature, purpose, and sensitivity of the call, and recommend to responsible personnel whether the circumstances require personal attention or refer the call to appropriate staff.
Serve as the first point-of-contact to greet and receive arriving visitors coming to see the executives, such as other executive managers, subordinate employees, and others. Maintain electronic appointment schedule and provide general administrative support for the executives as applicable.
Schedule and arrange appointments, meetings, conferences, and other engagements without prior approval, or upon request based on established practices, coordinate changes or confirmations, as necessary, and maintain appointment schedule(s) daily. As appropriate, make final commitments to high level officials within the agency and from other agencies, the public, and private industry on a regular and recurring basis. Assure that commitments are recorded and modified, and that the executives are reminded of pending engagements. Gather background data for the topic of the meeting. When requested, attend meetings for the purpose of taking notes or otherwise contributing or assisting in the accomplishment of meeting objectives. In response to frequent unavoidable changes in executive's schedule adjusts the appointment schedules of others and notifies executives regarding schedule or appointment changes.
Review all incoming and outgoing correspondence for subject content and route to appropriate office; note important items requiring follow-up; and/or take necessary action on items which require acknowledgment of routine correspondence, file items or reference materials. Maintain suspense system and provide correspondence and report as changes occur. Separate material requiring personal attention of the executives. Review outgoing correspondence and reports to ensure proper format, correct grammatical usage, references, and enclosures and the necessary coordination of facts has been completed and is in accordance with established policy.
Perform a variety of office automation and word processing duties in support of office operations. Use word processors and computer terminals in conjunction with applicable software and related printers and modems, to produce accurate and efficient work. Compose and type a variety of narrative material (e.g., correspondence, endorsements, reports, and other informational items). Responsible for proper format, spelling, grammar, capitalization, punctuation, and as applicable, arrangement of tabulated data and editing functions to incorporate substantive changes. Correspondence frequently includes classified information (Secret or Confidential) and technical words and phrases.
Transmit, receive, and acknowledge electronic mail and messages, checking transmittals for proper clearances; print hard copies of incoming mail or messages and route to designated units entering applicable date, time, or other identifying data into electronic files or documents, as may be required. May be responsible for supplies, equipment, and printing and maintenance services.
Make travel arrangements and maintain computerized record of itineraries, including their drafting and preparation. Review itineraries prepared by others to maintain awareness of movement, at all times, so that SES personnel may be contacted as necessary. Ensures that all lodging accommodations are arranged in advance to be certain that appropriate accommodations are available. Review travel voucher when trip is completed.
Arrange for conferences, assuring that room, seating, supplies, back-up information, and equipment are available. Prepare conference room for virtual meetings, to include setting up information technology equipment.
Provide liaison through the relay of messages and instructions from the supervisors to other staff members, assuring that they are aware of his/her schedule in order that they can plan meetings at which the supervisor should be present.
During review of correspondence passing through the Office, note statements that may be affected by pending information or decisions and, where such information can be passed along, informs originator prior to review and signature by the executives.
Take notes at meetings when requested.
Education, Requirements and Qualifications
US citizen with active top secret security clearance is required
Bachelor’s degree and one (1) year of experience, desired; or ssociate degree with four (4) years of experience in the field of office management or related area; or at least seven (7) years of experience in the field of office management or a related area.
Demonstrated experience in information management; producing correspondence and documents and knowledge of administrative and clerical procedures to: Perform nonroutine assignments such as locating and summarizing clerical problems relating to the Office’s programs, and
Respond to verbal and written inquires and establish and maintain files and records.
Demonstrated experience and skills in scheduling, reporting, and customer service.
Knowledge of administrative and clerical procedures concerning matters such as meetings, report deadlines, response requirements, and matters of procedure.
Knowledge and experience with Microsoft Office Suite Products and with operating office equipment.
Demonstrated experience with administrative/clerical procedures, producing correspondence and documents to recognize and properly distribute incoming correspondence or other mail or reports, and preparing and maintaining suspense files.
Experience scheduling virtual meetings.
Desired:
Experiece working with the US intelligence community or law enforcement.
Knowledge of or experience working with the FBI.
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