Senior Administrative Coordinator

2 weeks ago

Washington, United States Dovel Technologies Full time
Position Overview:
This role is situated within the Office of Child Care (OCC) under the Administration for Children and Families (ACF). The incumbent will function as a Senior Administrative Coordinator, providing vital support to the leadership team of the Office of Child Care, which includes the Director, Deputy Director, Associate Deputy Director, and various Division Directors and managers across five divisions.

Key Responsibilities:
- Execute a broad range of executive support and administrative functions.
- Deliver advisory, analytical, and coordinative services, ensuring effective management of initiatives, special projects, and daily operations.
- Maintain a hybrid work schedule, working in the office a minimum of two days per week while teleworking for the remainder.
- Handle confidential policy and personnel information with discretion.
- Manage Outlook calendars, serving as the primary scheduler for senior leadership, keeping them informed of commitments and resolving scheduling conflicts.
- Organize and prioritize tasks to achieve multiple workload objectives with meticulous attention to detail, enhancing office operational efficiency.
- Coordinate basic operational services, including conference room reservations and audiovisual equipment setup for hybrid meetings.
- Operate independently with professionalism, tact, and diplomacy, executing special assignments that require an understanding of ACF's mission.
- Prepare senior leadership for meetings and conferences by compiling fact sheets, status reports, and briefing materials.
- Utilize strategic thinking and sound judgment to prioritize and respond to a high volume of requests based on their significance and urgency.
- Greet visitors and manage telephone communications from high-level officials, screening calls and addressing needs autonomously.
- Facilitate communication with the White House, members of Congress, and other top officials on behalf of the OCC.
- Support travel arrangements, including preparing itineraries and ensuring all travel logistics are confirmed prior to departure.
- Assist in processing and tracking office correspondence, memos, and reports.
- Prepare various documents, including memos and reports, ensuring they are drafted, edited, proofread, and formatted appropriately.
- Aid in the coordination and execution of special projects as necessary.
- Manage technology setup for meetings and engagements.
- Provide support in the development and completion of staff performance plans.
- Oversee basic requirements for the management of services and supplies.
- Employ office automation software, Excel spreadsheets, Smartsheets, and databases for data tracking and management.
- Act as a liaison, coordinating administrative activities, meetings, schedules, and deadlines while addressing any concerns as needed.

Qualifications:
- Minimum of three years of relevant experience.
- Associate's Degree required.
- Proficient in calendar management and meeting coordination.
- Exceptional verbal and written communication skills.
- Ability to maintain composure under pressure and demonstrate strong interpersonal skills.
- Collaborative team player with a focus on supporting the leadership team.
- Strategic thinker and adept problem solver.
- Technical aptitude for troubleshooting office equipment and technology.
- Strong organizational, multitasking, and prioritization abilities.
- Customer service-oriented with a proven ability to interact with all levels of management and staff.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, etc.).
- Capability to obtain and maintain Public Trust clearance.

Preferred Qualifications:
- Bachelor's degree is preferred.

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