Executive Support Specialist

2 weeks ago

Chicago, Illinois, United States CMT Services Inc Full time
Position Overview

Salary: Competitive

Company Overview:

CMT Services, Inc. is a vibrant and expanding small enterprise dedicated to supporting Federal, State, and Local government entities. As a SBA-certified HUBZone, Woman Owned Small Business (WOSB), we are committed to delivering exceptional, professional services that align with the missions and strategic objectives of our clients. Guided by our core principles of Integrity & Commitment, CMT aims to provide the highest quality services by leveraging best practices from our industry experts, ensuring not only our clients' success but also establishing CMT Services as their Reliable Partner of Choice.

Key Responsibilities:

  • Conduct a range of record-keeping, reporting, and informational tasks to support various programs. Ensure data accuracy by maintaining and updating lists and reports, while identifying discrepancies through direct comparison with source documents.
  • Assist in the collection, acquisition, and development of resource materials and information to bolster Front Office, Real Estate Division initiatives, and Project Management Office in Design & Construction.
  • Manage bulletin board(s) by selecting and organizing materials for future reference. Record, sort, assemble, and file information related to specific projects, facilities, contracts, and financial documentation.
  • Collaborate closely with GSA Management, Leasing Specialists, and Planning Managers to prepare, gather, and organize all necessary documentation for the successful completion of lease files and reports.
  • Oversee, coordinate, and maintain a variety of records. Extract information, input it into databases, analyze for trends or patterns, and generate various management reports to aid Government decision-making.
  • Provide assistance to users within the organization regarding software, hardware, and automation challenges. Utilize computer software to create, store, and retrieve diverse documents, including spreadsheets, databases, and graphics.
  • Respond to data input and verification requests from GSA Managers and other relevant personnel. Ensure timely and accurate data entry into the appropriate systems, updating reports to reflect correct information.
  • Engage in special projects related to data management and integrity, including internal audits and inventory management.
  • Handle incoming calls, directing them to the appropriate personnel, and record/distribute messages as necessary.
  • Demonstrate proficiency in computer skills, particularly with Microsoft Windows/Office applications (Excel, Word, Access, PowerPoint), Adobe, and Google tools (Mail, Calendar, Drive, Sheets, Docs). Ability to quickly learn various GSA software programs post-training.
  • Perform additional duties such as maintaining time and attendance records and participating in special projects related to data management.
  • Maintain a Desk Reference Guide for the position and undertake other comparable tasks as assigned.
  • Work independently to research and prepare documents for review.

Qualifications:

  • Must possess Secret Clearance.
  • Advanced knowledge and proficiency in Microsoft Office applications.
  • Strong communication skills, both written and verbal.
  • Resourceful, proactive, and capable of thriving in a fast-paced environment.
  • Meticulous attention to detail with the ability to accomplish tasks with minimal supervision.
  • Professional demeanor and effective interpersonal skills.
  • Ability to meet both planned and unplanned deadlines efficiently.
  • All personnel will undergo a background suitability clearance prior to employment and maintain this clearance.
  • Capability to work independently with adequate supervision provided by the Contractor.
  • Contractor will ensure that the Government only compensates for actual hours worked.
  • Ability to analyze complex data for insights and present findings to leadership.

Minimum Experience: A minimum of two years in an administrative role, preferably within a Government Agency or Contractor environment.

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