Executive Administrative Support

2 weeks ago

Silver Spring, United States Innovim Full time

INNOVIM is seeking an Executive Administrative Specialist to provide support for NOAA’s Office of Space Weather Observations (SWO). The candidate will perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.

***This position requires US Citizenship and is located in Greenbelt, MD It is on a hybrid schedule (3 days onsite)***

***Please note that this is a full-time temporary job that has the potential to evolve into a full-time permanent role***

The contractor shall be directly responsible for ensuring the accuracy, timeliness and completion of all tasks under this effort. Specifically, the contractor shall:

  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
  • Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
  • Escort visitors to and from security checkpoints.
  • Maintain scheduling and event calendars and coordinate with other NOAA Administrative Assistants to establish meetings.
  • Arrange conferences, meetings, and travel reservations for office personnel.
  • Schedule and confirm appointments for staff, and/or supervisors.
  • Compose, type, and distribute meeting notes, routine correspondence, and reports.
  • Conduct quality assurance daily including: checking for scheduling conflicts, ensuring travel has been scheduled, and verifying that recurring meetings are happening at the appropriate frequency.
  • Coordinate with appropriate staff to ensure production of the UNSEC Daybook daily, proactively coordinate the development of meeting materials, verify that all materials are included and that the Daybook production is completed before the UNSEC leaves.
  • Organize and maintain the electronic Daybook filing system to ensure that meeting documentation is maintained and easy to search for future reference.
  • Serve as primary interface between Executive Secretariat and UNSEC office on controlled correspondence. Enter controlled correspondence into NOAA tracking system; work with the Senior Program Specialist to assign folders, follow progress of controlled correspondence, and as appropriate file copies of the final documents.
  • Ensure that incoming correspondence to the UNSEC are appropriately responded to and that both the incoming and response are filed in line with proper records management.
  • Provide timely administrative support to the UNSEC and staff including, printing, copying, and other support services.
  • Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
  • Complete forms in accordance with office procedures.
  • Locate and attach appropriate files to incoming correspondence requiring replies.
  • Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
  • Conduct searches to find needed information, using such sources as the Internet.
  • Learn to operate new office technologies as they are developed and implemented.
  • Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
  • Review work done by others to check for correct spelling and grammar, ensure that office format policies are followed, and recommend revisions.
  • Order and dispense supplies.
  • Operate office equipment such as scanning machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
  • Expertly manage the full array of tools available in Google suite (calendar, docs, sheets, slides, etc.).
  • Knowledge of NOAA’s accountable property process to assist the offices property custodian in the annual inventory process
  • Expertise in NOAA’s travel authorization process to prepare domestic authorizations and vouchers; and manage and track travel budgets
Requirements:
  • Five year of executive administrative experience at the “headquarters level in the front office or working for high level senior leaders in an organization”
  • Familiarity with NOAA’s Accountable Property process and Travel Ordering process is required.
  • Experience with E2
  • Experience with GovTA


INNOVIM is committed to providing superior work in the fields of science, engineering, data analytics and technology to government agencies. We offer competitive compensation packages, including comprehensive nationwide Medical/Dental/Vision insurance programs, life insurance, matching 401k contribution and Educational/Training support.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

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