Executive Administrative Coordinator
2 weeks ago
The Executive Administrative Coordinator plays a crucial role in supporting the Division Chief by executing a variety of complex and diverse tasks essential for the smooth functioning of the division.
This position entails providing professional administrative assistance in daily operations, ensuring efficiency and organization.
Key Responsibilities:
- Draft and/or refine organizational charts, memos, and other essential office documents as needed;
- Demonstrate advanced proficiency in MS Excel to create monthly financial reconciliation reports that outline all financial obligations and expenditures;
- Support financial analysis efforts to pinpoint and rectify discrepancies affecting the integrity of data within the federal financial system;
- Utilize MS Excel to enter data and produce performance measurement reports;
- Participate in meetings, documenting and distributing minutes effectively;
- Prepare and/or revise divisional standard operating procedures;
- Manage all travel arrangements for the Division Chief, including logistics and transportation coordination, as well as generating government travel orders;
- Draft course-related communications, including fiscal and clearance cables, using the Government's cabling system;
- Compile reports that illustrate outcomes and effectiveness following the completion of tasks and meetings;
- Gather weekly activity reports from divisional staff to create a comprehensive Division report for the Chief's review and approval;
- Establish and maintain both electronic and physical centralized division files covering budgets, equipment requisitions, travel, and general correspondence;
- Provide project support and additional administrative assistance as necessary;
- Execute special assignments upon request, delivering substantive support to the Management team.
Qualifications and Skills:
- A minimum of two years' experience as an Administrative Assistant 3 or equivalent role.
- Must be a US citizen and possess or be eligible to obtain/maintain a SECRET clearance;
- A Bachelor's degree or five years of progressively responsible administrative experience may substitute for educational requirements;
- Exceptional organizational skills and strong oral and written communication abilities are essential for effective interaction with personnel and other government entities;
- Capability to manage multiple tasks concurrently;
- Proficient communication skills, both verbal and written;
- Familiarity with office policies, practices, and procedures;
- Thorough knowledge of Microsoft applications (MS Word, PowerPoint) is required, with solid Excel experience being crucial;
- Experience with databases is beneficial;
- Basic accounting knowledge is advantageous;
- Ability to work independently and efficiently.
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