Administrative Coordinator

4 days ago

Washington, Washington, D.C., United States SiloSmashers Full time
Job Summary

SiloSmashers is seeking a highly skilled Administrative Assistant to provide top-notch administrative support to our federal law enforcement client.

Key Responsibilities
  • Prepare and maintain presentations, briefing charts, and documents using computer software, websites, and other presentation materials.
  • Review and modify correspondence for internal consistency and conformance.
  • Maintain and update calendars using computer software, making appointments and arranging meetings based on management's schedule and current issues.
  • Coordinate and support meetings and special events, including coordinating amenities, accommodations, and visit requests.
  • Schedule accommodations for meetings, record lunch requests, and handle special requirements for meetings and conferences.
  • Obtain and deliver read-ahead material for management's scheduled meetings and distribute to attendees.
  • Prepare travel requests, arrange travel and lodging arrangements, and coordinate schedules for visits.
  • Maintain conference room reservation schedules and coordinate meetings, visits, and appointments.
  • Enter data and maintain office databases, including organizational charts, personnel accountability, travel, training, and budget.
  • Enter and maintain professional data, serve as records manager, and maintain office files.
  • Collect, review, and archive forms, and enter data into the timekeeping system for branch chief review.
  • Coordinate, define structure, and organize electronic materials, presentations, and documents using databases, servers, and SharePoint sites.
  • Prepare property turn-ins, prepare and review training requests, travel vouchers, conference requests, and personnel-related documents.
  • Gather and organize completed personnel documents and deliver completed document packages for personnel actions.
  • Respond to administrative queries and taskers by the established deadline, keeping accurate records of final disposition and informing the respective action officer of results.
  • Receive and screen visitors and phone calls, professionally answering the office manager telephone line, taking messages, and referring calls and visitors to appropriate staff.
  • Operate shared office equipment, including copy machines, scanners, facsimile machines, computers, printers, and shredders, and submit repair requests as needed.
  • Follow standard operating procedures and internal operating procedures provided as government-furnished information, related to functions such as personnel accountability, security, and safety.
  • Prepare and review correspondence for grammatical errors, proper tone, accuracy, clarity, and formatting, making corrections and retyping as necessary.
  • Participate as a member of integrated product teams or groups developing changes or improvements to administrative processes and procedures.
Requirements
  • High school diploma and three years of general office experience, or bachelor's degree from an accredited university or college or relevant training.
  • Knowledge and experience using Microsoft Office Suite, specifically PowerPoint, Excel, and Word.
  • Ability to communicate orally and in writing.
  • Experience operating standard office equipment, including telephones, copy machines, scanners, facsimile machines, computers, printers, and shredders.

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