Administrative Support Specialist

2 weeks ago

Alexandria, Virginia, United States ProSource360 Consulting Services, Inc. Full time

Company Overview

ProSource360 Consulting Services, Inc. is a Small Disadvantaged Business (SDB) and HUBZone firm specializing in Information Technology (IT) Support Services, Management Consulting, and Healthcare-oriented services for federal, state, and local government entities, as well as select healthcare organizations. Our commitment lies in upholding the highest standards of quality in our workforce and deliverables, ensuring cost-effective solutions that meet our clients' strategic goals. We foster an innovative environment and offer competitive compensation and benefits to our full-time team members.

Position Summary

We are in search of a proficient Executive Administrator to provide essential support to a government client within a civilian agency's directorate in the Washington DC metropolitan area. The ideal candidate will possess a strong background in the consulting field, particularly in supporting senior officials. Exceptional verbal and written communication skills are essential. The candidate will be required to be present on-site as per client requests.

Key Responsibilities

The Executive Administrator will be responsible for delivering comprehensive administrative support to the Assistant Director (AD) and Deputy Assistant Director (DAD). Specific duties include:

  • Managing calendars for both the AD and DAD, including checking availability and sending calendar invitations while reserving meeting spaces.
  • Keeping the AD and DAD informed of their appointments, meetings, travel plans, and other commitments.
  • Coordinating travel and logistical arrangements, including hotel bookings and transportation for both domestic and international trips undertaken by the AD and DAD.
  • Engaging effectively with the official travel agency and utilizing the agency's electronic travel system (Concur) to prepare travel authorizations and vouchers, secure reservations, and process reimbursement claims for the executives.
  • Assisting the Communication Specialist in preparing briefing materials, including visual presentations and newsletters, and compiling background information for the Advisory Committee meetings and for the AD and DAD as needed.
  • Collaborating with the Directorate Administrative Coordinator (DAC) and OAD Program Analyst to draft and review administrative correspondence, ensuring adherence to proper formatting and alignment with agency standards.
  • Supporting the DAC with file management tasks.
  • Responding to routine inquiries, both oral and written, regarding office operations with discretion, especially in sensitive situations.
  • Handling delicate matters with diplomacy and tact, ensuring excellent customer service at all times.
  • Welcoming visitors courteously, directing callers and visitors to the appropriate officials, and accurately recording messages.
  • Receiving and logging incoming mail, determining the appropriate action for correspondence, whether to escalate to other staff or handle personally.
  • Assisting in organizing bi-annual advisory committee meetings, including pre-event and post-event planning, hosting, and logistics.
  • Helping staff organize and facilitate various engagement activities.

Qualifications

  • Associate's degree or equivalent experience plus 5 years in a related field, or a High School Diploma with 7 years of relevant experience.
  • Demonstrated experience as an Executive Administrative Assistant, Senior Executive Assistant, or in similar roles.
  • Familiarity with forms, workflows, and automations in SharePoint.
  • Prior experience collaborating closely with senior officials and stakeholders within a federal agency.
  • Outstanding written and verbal communication skills.
  • Excellent customer relations abilities with effective communication skills.
  • High proficiency in Microsoft Office Suite (Excel, PowerPoint, and Outlook).
  • Comprehensive understanding of office management systems and procedures.
  • Exceptional planning and time management capabilities.

ProSource360 Consulting Services, Inc. is an Equal Opportunity Employer. We welcome qualified applicants without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or protected veteran status.

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