Administrative Assistant

Viderity Inc.; Alexandria (VA); On-site; USD 48,000 - 60,000; Full time

Job summary

Viderity Inc. is seeking an Administrative Assistant to support the Office of Legislative and Public Affairs at the National Science Foundation. This on-site role will be based in Alexandria, VA and ensures calendar management, document handling, and coordination of meetings and travel to keep operations running smoothly.

The position requires strong written communication, meticulous record-keeping, and the ability to work with OLPA staff and external stakeholders in a fast-paced environment.

Qualifications

• Proficiency in Microsoft Office Suite including Outlook, Word, Excel, and PowerPoint.
• Degree in communications, public relations, marketing, data analytics, or related field.
• Minimum 5 years of professional writing and editing experience.
• Minimum 5 years of administrative coordination, project management, or a combination thereof.
• Experience entering information into databases/tracking systems and creating/formatting reports and presentations.
• Familiarity with the Plain Writing Act of 2010 and Section 508 compliance.

Responsibilities

• Manage the day-to-day administrative affairs of the client.
• Maintain the client's calendar, including scheduling daily appointments and deconflicting appointments whenever necessary.
• Coordinate administrative tasks and oversee designated administrative operations.
• Accurately enter information into databases/tracking systems.
• Exercise basic to intermediate formatting skills for reports, presentations, and spreadsheets.
• Prepare meeting agendas, presentation materials, meeting requests, and meeting minutes.
• Answer and screen incoming calls and direct calls to the appropriate action officer.
• Draft email responses and general correspondence on behalf of the client.
• Compile input for and draft/organize a variety of reports.
• Compile daily, weekly and monthly social media, web and other relevant metrics reports.
• Maintain stakeholder email and distribution lists.
• Ensure effective document management.
• Maintain templates and resources for OLPA operations.
• Assist with processing requests for travel, training, and reimbursements.
• Fully coordinate interviews, meetings, panels, etc., maintaining effective communication with OLPA staff and external stakeholders.
• Establish and maintain effective working relationships with OLPA contractors and staff.

Skills

Professional writing

Editing

Administrative coordination

Project management

Education

Degree in communications, public relations, marketing, data analytics, or related field

Tools

Microsoft Office

Job description

About Viderity

Viderity is a HUBZone-certified and Woman-Owned Small Business (WOSB) delivering award-winning IT, digital, and creative solutions across federal and commercial markets. Our services span application development, creative services, cybersecurity, data analytics, strategic communications, event management, training, and program management. With over 15 years of proven success and exceptional past performance, we empower clients with innovative, measurable results.

Position Overview

The Administrative Assistant is responsible for providing day-to-day administrative and clerical support to the Office of Legislative and Public Affairs (OLPA) at the U.S. National Science Foundation (NSF). This role manages schedules, communications, files, and documents to keep office operations running smoothly and on time. The Administrative Assistant works closely with OLPA staff, contractors, and external stakeholders to coordinate meetings, maintain tracking systems and distribution lists, and support travel, training, and reporting needs.

Key Responsibilities

• Manage the day-to-day administrative affairs of the client.

• Maintain the client's calendar, including scheduling daily appointments and deconflicting appointments whenever necessary.

• Coordinate administrative tasks and oversee designated administrative operations.

• Accurately enter information into databases/tracking systems.

• Exercise basic to intermediate formatting skills for a variety of reports, presentations, and spreadsheets.

• Prepare meeting agendas, presentation materials, meeting requests, and meeting minutes.

• Answer and screen incoming calls and direct calls to the appropriate action officer.

• Draft email responses and general correspondence on behalf of the client.

• Compile input for and draft/organize a variety of reports.

• Compile daily, weekly and monthly social media, web and other relevant metrics reports.

• Maintain stakeholder email and distribution lists.

• Ensure effective document management.

• Maintain templates and resources for OLPA operations.

• Assist with processing requests for travel, training, and reimbursements.

• Fully coordinate interviews, meetings, panels, etc., maintaining effective communication with the appropriate OLPA staff and with external stakeholders.

• Establish and maintain effective and appropriate working relationships with OLPA contractors and staff.

Qualifications

General Requirements

• Proficiency in Microsoft Office Suite products including Outlook, Word, Excel, and PowerPoint.

• Degree in communications, public relations, marketing, data analytics, or a related field (preferred).

• Minimum 5 years of professional writing and editing experience, including at least 3 years' experience drafting a variety of office documents including but not limited to official memos, internal and external correspondence and policies.

• Minimum 5 years of experience in administrative coordination, project management, or a combination thereof and able to work at a fast pace with tight deadlines.

• Minimum of 5 years of experience entering information into databases/tracking systems and creating and formatting reports and presentations.

• Familiarity with federal communication requirements, including the "Plain Writing Act of 2010" and Section 508 compliance.

• Develop written documents and correspondence that demonstrate a mastery of basic grammar, spelling, and punctuation skills.

• Consistently communicate with a high degree of professionalism, diplomacy and tact.

What We Offer

Competitive annual salary (commensurate with experience).

On-site role at NSF in Alexandria, VA.