Executive Administrative Coordinator
1 week ago
***This is a hybrid role***
***involving both onsite and remote work arrangements***
Harkcon, Inc. is seeking a skilled Administrative Coordinator to join our National Security and Intelligence division, providing essential support to a significant client within the Department of Energy (DOE) / National Nuclear Security Administration (NNSA). The Administrative Coordinator will deliver comprehensive administrative and managerial assistance to senior leadership within DOE/NNSA. This is a full-time opportunity.
Key Responsibilities:
- Draft and manage correspondence; compile and distribute documents; organize, coordinate, and engage in meetings; and offer additional general administrative support.
- Utilize expertise, analytical judgment, and substantive knowledge in the preparation of official memoranda, consolidation of feedback on concurrence packages, research, and advisory support for current policies and decision-making processes, along with other special projects and initiatives.
- Generate both official and unofficial correspondence, memoranda, reports, and various documents, ensuring accuracy, completeness, and adherence to style, format, and procedural guidelines.
- Monitor unclassified correspondence (both official and unofficial) using the NNSA eDOCS tracking system.
- Maintain and update office roster, organizational chart, COOP card, MIS profile, and Global Address List (GAL).
- Provide support for photocopying, assembly, coordination, and distribution of unclassified documents.
- Independently arrange in-person meetings, teleconferences, and video-teleconferences.
- Facilitate mail services, including the sending, receiving, and distribution of packages both domestically and internationally.
- Assist in the preparation, coordination (in collaboration with Human Resources), submission, and tracking of recruitment packages, position descriptions, job analysis mosaics, recruitment checklists, and vacancy announcements for DOE/NNSA permanent positions.
- Support the preparation, coordination (with Human Resources), submission, and tracking of Expressions of Interest (EOIs) for short-term temporary duty roles.
- Assist in organizing interviews for candidates applying for permanent and temporary positions.
- Act as a writer/editor for weekly, monthly, quarterly, and annual activity reports that highlight the achievements of the Department's overseas initiatives and related program activities.
- Contribute to the support, development, and maintenance of plans, policies, procedures, process descriptions, diagrams, job aids, surveys, studies, assessments, evaluations, etc.
- Prepare and coordinate memoranda of agreement.
- Compile and maintain staffing and human resources activity reports.
- Exhibit a professional, customer-focused approach when interacting with internal and external stakeholders.
- Maintain a strong understanding of NNSA's strategic vision, governance, program milestones, decision documents, interagency memoranda, and the implementation of actions and programs.
- Coordinate event planning, logistics, and interagency collaboration, such as scheduling meeting spaces, organizing meetings, and managing the delivery of office equipment.
- Handle phone calls, emails, and service tickets efficiently.
Qualifications:
- Bachelor's degree with 5 years of relevant experience OR High school diploma with 9 years of relevant experience
- Experience should focus on business administration and/or communications.
- Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and SharePoint.
- Strong organizational, time management, and attention to detail skills.
- Excellent verbal and written communication abilities.
- Familiarity with DOE administrative procedures and interagency processes.
- Experience in maintaining updated records.
- Experience with HR systems is preferred.
Work Environment:
This position offers a hybrid work model, combining onsite presence at the NNSA Headquarters and remote work flexibility.
Harkcon, Inc. is an Equal Opportunity Employer and does not discriminate based on race, creed, color, religion, national origin, ancestry, citizenship status, age, disability, sex, marital status, veteran status, sexual orientation, genetic information, gender identity, or any other characteristic protected by applicable laws.
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