Administrative Associate

2 weeks ago

Chantilly, Virginia, United States Intermedia Group Full time
Job Summary

We are seeking a highly skilled and experienced Administrative Associate to provide executive office support to our team. The successful candidate will be responsible for providing administrative assistance to senior management, including editing and coordinating communications, tracking and processing various awards, archiving, SharePoint administration, and attending meetings to record and disseminate minutes.

Key Responsibilities
  • Draft and/or provide critical/final review of correspondence.
  • Draft, proofread, edit, and coordinate documents such as instructions, spreadsheets, presentations, and reports.
  • Build briefing packages and present information.
  • Analyze metrics and provide summary to senior management.
  • Administer databases and spreadsheets to include managing user accounts and accesses, creating reports, and performing updates.
  • Maintain an efficient office environment to include assisting in the ordering of supplies/equipment, arranging for office equipment repairs, coordinating office renovations, and participating in event planning.
  • Maintain a schedule of appointments for a manager or office.
  • Assist in planning, scheduling, organizing, and execution of meetings, events, conferences, and off-sites.
  • Coordinate to schedule meetings with principals.
  • Coordinate visitor requests, parking, and catering requests.
  • Maintain/create and distribute contact cards for leadership.
  • Greet and escort visitors.
  • Retrieve, sort, and distribute incoming mail, newspapers, faxes, and other publications/documents.
  • Arrange for the delivery of outgoing mail/packages with the mailroom.
  • Prepare travel/training arrangements and process travel/training accounting/vouchers for the program office.
  • Administer the online data repository tool, developing, editing, and managing SharePoint websites.
  • Coordinate training requirements and related events for office SharePoint POCs.
  • Coordinate and process Freedom of Information Act (FOIA) requests and the publication review process.
  • Recommend innovative processes to improve the efficiency and effectiveness of the office.
  • Compose written communication in response to complex customer queries.
  • Prepare routine status reports and track office-related metrics.
  • Manage routine website content updates and coordinate more complex website changes with webmaster.
  • Archive/retrieve classified documents/media in the Information Management Operations Applications database in conformance with federal and NRO policy.
  • Maintain and update the Records Management Plan.
  • Implement, maintain, and bi-annually audit the BPO Group file plan structures (hard copy records and electronic copy records).
Requirements
  • Active TS/SCI w/ CI Poly clearance.
  • High School Diploma or GED equivalent.
  • 7 years of relevant experience.
Desired Skills
  • Demonstrated experience with protocol and precedence; NRO/IC/DoD structure, regulations, directives, and policies.
  • Extensive knowledge of NRO/IC/DoD organizational structure, mission, vision, culture, values, philosophy, and operating principles.

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