Senior Administrative Officer

2 weeks ago

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

The Executive Administrative Coordinator plays a pivotal 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:
  • Draft and refine organizational charts, memos, and various office documents as needed;
  • Demonstrate advanced proficiency in MS Excel to create monthly financial reconciliation reports that detail all financial obligations and expenditures;
  • Assist in conducting financial analyses to identify and rectify discrepancies affecting the integrity of data in the federal financial system;
  • Utilize MS Excel spreadsheets for data entry and to produce performance measurement reports;
  • Attend meetings, documenting and distributing minutes effectively;
  • Prepare and revise divisional standard operating procedures;
  • Manage all travel arrangements for the Division Chief, including logistics coordination and the preparation of government travel orders;
  • Draft various course-related communications utilizing the Government's cabling system;
  • Generate reports assessing outcomes and effectiveness post-task completion;
  • Compile weekly activity reports from divisional staff to create a comprehensive Division report for the Chief's review;
  • Organize and maintain both electronic and physical files for the division, covering areas such as budget, equipment requisitions, travel, and correspondence;
  • Provide project support and additional administrative assistance as required;
  • Undertake special assignments as requested, offering substantial support to the Management team.

Qualifications and Skills:
  • Minimum of two years’ experience as an Administrative Assistant 3 or equivalent 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 substitute for educational requirements;
  • Exceptional organizational skills and strong oral and written communication abilities to interact with personnel and government agencies at all levels;
  • Capability to manage multiple tasks concurrently;
  • Proficient in effective communication, both verbal and written;
  • Familiarity with office policies, practices, and procedures;
  • Thorough knowledge of Microsoft applications (MS Word, PowerPoint) is essential, with solid Excel experience being a requirement;
  • Experience with databases is advantageous;
  • Basic accounting knowledge is beneficial;
  • Ability to work independently and efficiently.

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