Executive Administrative Coordinator

2 weeks ago

Lisle, Illinois, United States Quadrant Inc Full time

Job ID:
Administrative Assistant/ Secretary

REQUIREMENTS:
Public Trust Clearable
Proficient Secretary/Administrative Assistant
Minimum of 4 years of experience in administrative and secretarial roles, including but not limited to drafting correspondence, managing schedules, and organizing travel arrangements.

Familiarity with various software applications (e.g., MS Word, MS Excel, MS Access, Outlook, SharePoint, etc.) is essential for executing assigned tasks.

Experience in coordinating travel logistics, including the preparation of travel authorizations and vouchers, within designated timelines.
Prior experience in federal support roles is advantageous.

RESPONSIBILITIES:
Proactively prepare necessary materials for meetings, correspondence, appointments, and phone calls, while keeping relevant parties informed;
Review publications, regulations, and directives, taking appropriate actions or referring to the necessary personnel;

Compile special or one-time reports, summaries, or responses to inquiries, selecting pertinent information from various sources such as reports, documents, and correspondence.

Provide guidance to secretaries within and outside the assigned office regarding new procedures; gather information required for periodic or special conferences, reports, and inquiries.
Handle routine telephone inquiries with standard responses; direct calls and visitors to the appropriate staff. Manage mail flow and ensure timely responses from staff; may send standard form letters;
Examine materials prepared for approval for typographical accuracy and adherence to proper formatting;
Maintain ongoing internal reports, including time and leave records, office equipment inventories, correspondence tracking, and training plans;
Procure supplies, printing, maintenance, or other available services. Draft correspondence and establish and maintain office filing systems.

Screen incoming calls, visitors, and correspondence; respond personally to requests for information regarding office procedures; determine which requests should be escalated to others.

Schedule tentative appointments without prior approval and manage calendars. Organize conferences and meetings, compiling necessary background materials. May attend meetings to record and report on proceedings;
Review outgoing materials and correspondence for internal consistency and compliance with established procedures; ensure that proper clearances are obtained when necessary;
Gather information from files or staff for routine inquiries regarding office programs or periodic reports. Direct non-routine requests to the appropriate personnel;
Clarify requirements concerning office procedures.
Coordinate NRC personnel and administrative forms for the office and ensure timely processing.
Quadrant Inc is an affirmative action/equal opportunity employer.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, status as a protected veteran, or status as an individual with a disability.

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