Administrative Operations Supervisor

2 weeks ago

Richmond, Virginia, United States Chenega Corporation Full time

Administrative Operations Supervisor

Location: Ft. Belvoir, VA

The Administrative Operations Supervisor will deliver operational and administrative support services to the Project Director of Enterprise Services. This role involves overseeing schedules for senior leadership, managing supplies, organizing meetings, and handling correspondence, along with various other administrative tasks.

Key Responsibilities:

  • Receive, assign, track, and complete tasks utilizing the Enterprise Task Management Software Solution (ETMS2) on behalf of the Project Director and Deputy Project Manager.
  • Maintain and coordinate the schedules for the Project Director and Deputy Project Manager, arranging meetings and managing external senior-level staff appointments.
  • Prepare materials for high-level meetings and conferences, ensuring that all necessary information is available to participants.
  • Act as a liaison between the Project Director and their staff, as well as other offices within the organization.
  • Manage incoming calls and correspondence, ensuring that critical communications are directed appropriately.
  • Coordinate travel arrangements, including scheduling, security, and accommodations, while managing last-minute changes effectively.
  • Anticipate the needs of the Project Director to enhance office efficiency.
  • Conduct thorough research and compile data for preliminary analyses.
  • Assist in drafting job descriptions and tracking performance appraisals.
  • Review and process all incoming and outgoing correspondence, ensuring timely responses.
  • Prepare reports, memoranda, and other written communications on behalf of the Project Director and Deputy Project Manager.
  • Maintain organized records of correspondence and events relevant to the Project Director.
  • Carry out special assignments requiring discretion and comprehensive knowledge of the Project Director's portfolio.
  • Manage additional tasks as authorized by the Government Task Manager, including office file management and note-taking during meetings.
  • Perform other job-related duties as assigned.

Qualifications:

  • Associate degree or a combination of degree and relevant experience.
  • Bachelor's degree or a combination of degree and additional years of relevant work experience.
  • 7+ years of experience in office management.
  • Interim Secret clearance.

Knowledge, Skills, and Abilities:

  • Strong attention to detail and ability to anticipate needs.
  • Exemplary customer service skills in all interactions.
  • Professional demeanor and ability to multitask in high-pressure environments.
  • Proficient in analytical methods for assessing the effectiveness of participation in events.
  • Experience coordinating with officials at all levels to facilitate meetings and engagements.
  • Ability to independently plan and design complex events.
  • Adaptability to meet emergency and rapidly changing situations.

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