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Administrative Operations Associate

2 months ago

Washington, Washington, D.C., United States A Prentice Ray & Associates LLC Full time
Job Overview

The Executive Administrative Coordinator plays a crucial role in supporting the Division Chief by managing a variety of intricate and diverse responsibilities within the Division.

This position entails providing high-level administrative assistance to ensure the smooth operation of daily activities.


Key Responsibilities:
  • Develop and/or refine organizational charts, correspondence, and various office documents as necessary;
  • Demonstrate advanced proficiency in MS Excel to create monthly financial reconciliation reports that outline all financial obligations and expenditures;
  • Assist in conducting financial analyses to pinpoint and address discrepancies affecting the integrity of data within the federal financial system.
  • Utilize MS Excel spreadsheets for data entry and to produce performance measurement reports.
  • Participate in meetings, documenting and distributing minutes as required;
  • Draft and/or revise divisional standard operating procedures;
  • Manage all travel arrangements for the Division Chief, including logistics coordination and the preparation of government travel orders;
  • The incumbent may be tasked with drafting various course-related communications, including fiscal and clearance cables, using the Government's cabling system;
  • Generate reports that reflect outcomes and effectiveness following the completion of tasks or meetings;
  • Compile 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 related to budget, equipment requisitions, travel, and general correspondence;
  • Provide project support and additional administrative assistance as needed;
  • Undertake special assignments upon request, offering substantial support to the Management team.

Required Qualifications/Skills:
  • A minimum of two years' experience as an Administrative Assistant 3 or in a comparable role.
  • Must be a U.S. 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 be considered in lieu of formal education;
  • Exceptional organizational skills and excellent verbal and written communication abilities to interact effectively with personnel and various government agencies;
  • Capability to manage multiple tasks concurrently;
  • Proficient in both oral and written communication;
  • Familiarity with office policies, practices, and procedures;
  • Comprehensive knowledge of Microsoft applications (MS Word, PowerPoint) is essential, with solid experience in Excel;
  • Experience with databases is advantageous;
  • Basic accounting knowledge is beneficial;
  • Ability to work independently is essential.