Administrative Assistant

Administrative Assistant Position Description

LMI is a mission focused, government consulting firm, dedicated exclusively to advancing the management of the government. We are currently seeking an Administrative Assistant based out of our Tysons, VA headquarters.  This role will provide a full range of administrative functions, meeting planning and preparation, travel coordination, invoices and other business processes.

Responsibilities:

• Manages logistics for meetings and events while ensuring a highly detailed level of coordination. Responsibilities include:
  • Reserve meeting and conference room space, submit conference center tickets and communicate with the Meeting Services Coordinator.
  • Coordinate with security to add guests to Security visitor system and escort upon arrival.
  • Coordinate refreshments to include snacks, drinks, and catering from set-up to completion/clean up.
  • Coordinate and set up all Audio Visual (AV) needs.
  • Ensure all materials are removed following conferences/meetings.
• Assist Vice Presidents with support while they are in the Tysons office to include printing, connecting Microsoft Teams/AV components for hybrid meetings, ordering lunch for working meetings, escorting guests, offering refreshments, and ensuring office is kept in a professional manner.
• Proactively plan for and arrange travel plans to include booking flights that work best for the Vice Presidents schedule, ground transportation (car rentals) and hotel accommodations. Responsible for submitting travel expense authorizations and completing and tracking expense reports for reimbursement after the trip.
• Reconcile corporate credit card statements, coordinate advisor/vendor agreements, submit Purchase Requests, and ensure delivery of Purchase Orders.  Process and track invoices for payment with Accounts Payable team.
• Manage a fast-paced work environment with time management, interpersonal and proactivity skills, and by leveraging professional network to streamline communication, and establish relationships with internal departments and external stakeholders.
• The executive assistant should feel very comfortable communicating with the leadership team and other employees.
• Review, proofread, and edit materials to ensure they are grammatically correct, factual, and in approved format.
• Assist the Executive Program Manager with Vice President offsites, to include handling meeting logistics and fielding general queries from Vice President.
• Provide back-up support, when needed, to all LMI Executive Assistants in support of the Senior Leadership Team.
• Extensively use Microsoft Office Suite: create spreadsheets using Excel, prepare and edit PowerPoint presentations, use Word to edit and proofread documents, create name tent cards, etc.

Qualifications:

• Bachelor's degree or equivalent experience higher preferred.
• 3-5 years of experience as an Administrative Assistant in a business environment required.
• Proactivity is essential, identifying needs ahead of being asked.
• Strong time management skills and ability to coordinate and prioritize projects and assignments with little supervision.  Must be self-directed and detail oriented in completing assigned projects and tasks.
• Strong interpersonal and listening skills; the ability to think ahead, take initiative, and stay up-to-speed with constantly shifting priorities.
• Strong attention to detail. Must provide prompt, courteous, and professional service.
• Able to maintain absolute confidentiality in all business and personal matters required.
• Excellent written and verbal communication skills required.  Ability to edit and proofread a variety of internal and external general business correspondence, and memoranda is essential. Experience with Microsoft Suite required.  Ability to work with others across the organization, communicating needs of the Vice Presidents to complete necessary tasks.
• Able to contribute to a professional work environment by demonstrating integrity, promoting teamwork, and fostering positive communication while balancing team priorities.
• Able to work effectively in a deadline-oriented environment is essential.
• Maintains flexibility to provide support before and after core work hours, especially for leadership events and offsites.

SECURITY CLEARANCE STATEMENT:

Applicants selected for this position could be subject to a government security investigation and will need to meet eligibility requirements for access to classified information. For this position, LMI will only consider applicants with current security clearances or applicants who are eligible for security clearances. Please note that only U.S. Citizens are eligible for a security clearance.