Administrative Assistant IV
6 days ago
Job ID 2475220
KGS is seeking qualified candidates for our open positions, but we will only extend an offer of employment after a candidate applies through the link in our job posting. If you receive a job offer via email only and have not been interviewed by the KGS hiring manager, feel free to contact KGSrecruiting@koniag-gs.com to verify its validity.
Koniag Professional Services, LLC a Koniag Government Services company, is seeking an Administrative Assistant IV to support KPS and our government customer in Washington, DC. This position is for a Future New Business Opportunity.
We offer competitive compensation and an extraordinary benefits package including health, dental and vision insurance, 401K with company matching, flexible spending accounts, paid holidays, three weeks paid time off, and more.
Koniag Professional Services, LLC a Koniag Government Services company, provides comprehensive administrative support and operational services to U.S. federal government agencies. Our professionals ensure seamless office operations, enabling our clients to focus their efforts on critical missions.
The Administrative Assistant IV - Executive (Senior) is responsible for managing a wide range of office activities and transactions. This role maintains detailed records, compiles reports, processes order and invoices, responds to customer and employee inquiries, and oversees office equipment operations. Key responsibilities include managing correspondence, scheduling meetings, greeting visitors, maintaining books and databases, and providing general clerical support.
Serving as a vital liaison, the Administrative Assistant IV coordinates with executive assistants and management personnel across the Department. This includes scheduling meetings for the Executive Director, managing calendars, resolving conflicts, and ensuring materials are prepared and distributed promptly. The role establishes and implements internal procedures for timekeeping, invoice reconciliation, staffing coverage during holidays, and travel arrangements. As the primary travel coordinator for the Executive Office, duties encompass preparing itineraries, reservations, authorizations, vouchers, visa applications, and eCountry clearance cables.
The Administrative Assistant IV provides comprehensive support to the Executive Director, drafting memos for approval, keeping leadership informed on pending issues, conducting research and analysis assignments, scheduling candidate interviews, and assisting with onboarding processes. Responsibilities include processing confidential information, submitting time and attendance reports, reviewing correspondence, advising on personnel actions, maintaining records and files, preparing work orders and weekly reports, coordinating meetings and conference calls, managing office supplies inventory, operating various office equipment, and taking meeting minutes.
In addition, this role interfaces with Department of State (DOS) program participants, Executive Directors, and high-level contractor personnel. The Administrative Assistant IV attends weekly meetings to plan overall program management strategy and inter-agency meetings addressing program issues. This position processes program-related documents, analyzes and produces program reports, performs miscellaneous audits, develops and maintains program databases and master files, and instructs mid-level administrators and program users on procedures and policies. The role addresses and solves program issues/problems, produces special projects for DOS in Excel, MS Word, and PowerPoint, receives training requests, develops training rosters, assembles training materials, sets up training rooms, briefs trainees on application completion and accounting information, performs one-on-one training sessions, and briefs Executive Directors on training materials.
The Senior Executive position requires regular interaction with Deputy and Assistant Secretary-level personnel. Management of all logistical elements of Senior Executive meetings, travel, and other event coordination is a regular part of the job.
Education and Experience:
- High School Diploma or GED; bachelor's degree preferred
- Minimum of 5 years of executive-level office management experience supporting Senior Executive positions
- Civilian or Defense agency experience providing administrative support to Senior Executive roles is highly desired
- Proficiency in Microsoft Office Suite (Word, Excel, Access, PowerPoint, Publisher, MS Project)
- Ability to work independently and collaboratively in a team environment
- Strong attention to detail and excellent organizational skills
- Superior multi-tasking abilities and time management
- Exceptional written and verbal communication skills
- Ability to meet tight deadlines and work under pressure
- Familiarity with ISO standards and processes
- Advanced understanding of organizational policies, processes, and customer needs
- Expertise in calendar management and event planning
- Skilled in composing complex correspondence and document updates
- Intermediate to advanced knowledge of email, office equipment, and technology
- Experience interfacing with high-level personnel and program participants
- Ability to analyze data, produce reports, and maintain databases
- Proficient in conducting audits and addressing program issues
- Skilled in developing and delivering training materials and sessions
- Expertise in managing logistical elements for Senior Executive meetings, travel, and events
Our Equal Employment Opportunity Policy
The company is an equal opportunity employer. The company shall not discriminate against any employee or applicant because of race, color, religion, creed, sex, sexual orientation, gender, or gender identity (except where gender is a bona fide occupational qualification), national origin, age, disability, military/veteran status, marital status, genetic information, or any other factor protected by law. We are committed to equal employment opportunity in all decisions related to employment, promotion, wages, benefits and all other privileges, terms, and conditions of employment.
The company is dedicated to seeking all qualified applicants. If you require accommodation to navigate or to apply for a position on our website, please contact Heaven Wood via e-mail at accommodations@koniag-gs.com or by calling 703-488-9377 to request accommodation.
Koniag Government Services (KGS) is an Alaska Native Owned corporation supporting the values and traditions of our native communities through an agile employee and corporate culture that delivers Enterprise Solutions, Professional Services and Operational Management to Federal Government Agencies. As a wholly owned subsidiary of Koniag, we apply our proven commercial solutions to a deep knowledge of Defense and Civilian missions to provide forward leaning technical, professional, and operational solutions. KGS enables successful mission outcomes for our customers through solution-oriented business partnerships and a commitment to exceptional service delivery. We ensure long-term success with a continuous improvement approach while balancing the collective interests of our customers, employees, and native communities. For more information, please visit www.koniag-gs.com.
Equal Opportunity Employer/Veterans/Disabled. Shareholder Preference in accordance with Public Law 88-352 Required Preferred Job Industries
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