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Administrative Support Specialist

2 months ago

Washington, Washington, D.C., United States W3Global Inc Full time
Job Title: Employee Relations Specialist

Job Summary:

W3Global Inc. is seeking a highly skilled and experienced professional to support the senior leaders of our top clients. Our ideal candidate will work closely with our leadership team to schedule client meetings, reserve conference rooms, draft correspondence, and provide support for in-person events.

Key Responsibilities:

  • Assist with negotiations for catering quotes, arrange food and beverage, order supplies and audiovisual equipment.
  • Assist in the preparation, assembly, collation, and distribution of materials needed for panels.
  • Assist with on-site meeting support.
  • Schedule conference calls and meetings.
  • Assist with data collection, collation, and input activities.
  • Screen proposals for compliance with agency and program requirements.
  • Update divisional calendar with panels, conferences, webinars.
  • Order catering services, laptops, and other IT and AV equipment for meetings and events.
  • Review and approve catering, laptop, and travel orders as needed.
  • Collect, scan, and upload documents to SharePoint.
  • Develop and maintain tracking and reporting systems.
  • Interpret and adapt guidelines, including policies, procedures, and practices.
  • Prepare reports, summaries, or replies to inquiries, using relevant information, documents, or correspondence.
  • Prepare and document minutes for meetings and conference calls.
  • Reserve conference rooms for meetings.
  • Order all supplies needed for meetings.
  • Make copies and scan documents.
  • Maintain paper and electronic filing systems.
  • Work with the accounting department to process reimbursements and invoices.
  • Serve as liaison with vendors on event-related matters.
  • Assist with managing on-site production and cleanup for events as necessary.
  • Perform other duties as assigned.

Required Skills and Abilities:

  • Proactive attitude and teambuilding skills.
  • Excellent writing and oral communication skills.
  • Must be capable of working independently, as a team member.
  • Intermediate ability to utilize computer skills and knowledge to use Microsoft Office, WebEx, and/or Blue Jeans, and Event Management System (EMS) to manage, record, and evaluate meeting-related information is required.
  • Intermediate negotiating skills are required in the development of meeting contracts.
  • Some travel may be required.

Education and Experience:

  • Experience in the latest word processing applications (including WordPerfect and MS Word), Microsoft Access, and MS Excel or other spreadsheet and DB applications.
  • Proficient knowledge and experience using the latest versions of Microsoft Office: Word, Excel, PowerPoint, Access, and mail merges; email and web searches.
  • Excellent communication skills, including writing, proof-reading skills, and speaking.
  • Ability to manage multiple projects and work assignments from a variety of staff and volunteers.
  • Excellent interpersonal skills both in person and by phone, with high professionalism.
  • Experience must include work that demonstrates ability to write reports, messages, or other documents clearly and concisely, proficiency in grammar, spelling, and punctuation.
  • Excellent telephone skills, flexibility, initiative, and attention to detail.
  • Ability to organize and prioritize work with little supervision.
  • Ability to evaluate facts and exercise judgment in arriving at sound conclusions.
  • Bachelor's degree preferred; significant work experience can substitute for the degree.
  • At least 3 years' experience with office administrative management.
  • Experience coordinating special events is a plus.

Additional Requirements:

  • Must be legally eligible to work in the US.
  • Must be able to pass a criminal background check.