Administrative Assistant

Kids for the Future; Arlington (VA); Hybrid; USD 40,000 - 55,000; Full time

Benefits offered by this job

Health, dental, vision, life, anddis'

401(k) with 5% employer matching

Flexible time off

Professional development opportunities

Team-building and company events

Job summary

VPD Government Solutions seeks an Administrative Assistant to provide administrative, logistical, and operational support to the Office of Head Start (OHS) Regional and Central Offices supporting CSIP. The role includes coordinating meetings, preparing materials, data entry, and customer service to enable efficient grants management and program operations.

The position requires an Associate degree and 2+ years of relevant experience, with proficiency in Microsoft Office Suite, Teams, SharePoint,

Qualifications

• At least 2 years of relevant professional experience directly related to the task activities.
• Demonstrated proficiency in utilizing web-based and commercial off-the-shelf data management software.
• Ability to aggregate, analyze, and present data from multiple sources.
• Ability to develop reports, correspondence, and presentations using Excel, Word, and PowerPoint.

Responsibilities

• Coordinate meetings, conference calls, webinars, and virtual collaboration sessions for Regional and Central Office staff.
• Manage calendars, schedule meetings, reserve space, and coordinate logistics.
• Prepare meeting agendas, materials, participant lists, minutes, and action item trackers.
• Take notes during meetings and prepare summaries for Government review.
• Support grants management, customer service, and program operations activities.
• Conduct research and compile information into reports, memoranda, and briefing materials.
• Develop, format, edit, and maintain correspondence, spreadsheets, and presentations.
• Coordinate under-enrollment meetings and recurring program meetings.
• Route inquiries to Federal staff and track responses.

Skills

Data analysis

Report preparation

Calendar management

Data entry

Education

Associate degree

Tools

Microsoft Office Suite

Microsoft Teams

SharePoint

Smartsheet

GrantSolutions

Job description

• Location 1621 S Hayes St Apt A,Arlington, VA, 22202-5558,United States
• Base Pay $40,000.00 - $55,000.00 / Year
• Employee Type FT Exempt
• Required Degree 2 Year Degree

Description

The Administrative Assistant provides administrative, logistical, and operational support to the Office of Head Start (OHS) Regional and Central Offices in support of the National Customer Service Improvement Project (CSIP). This position performs a wide variety of administrative, meeting coordination, document preparation, research, scheduling, correspondence, data entry, and customer service activities that enable efficient execution of grants management and program operations. The Administrative Assistant supports Federal staff by coordinating meetings, maintaining documentation, developing reports and presentations, facilitating communications, and ensuring timely completion of administrative processes that support the Office of Head Start mission.

Responsibilities

• Coordinate meetings, conference calls, webinars, and virtual collaboration sessions for Regional and Central Office staff.
• Manage calendars, schedule meetings, reserve meeting space, and coordinate meeting logistics.
• Prepare meeting agendas, presentation materials, participant lists, meeting minutes, and action item trackers.
• Conduct note-taking during meetings and prepare meeting summaries for Government review.
• Perform administrative support for grants management, customer service, and program operations activities.
• Conduct research on assigned program topics and compile information into reports, memoranda, presentations, and briefing materials.
• Develop, format, edit, and maintain correspondence, spreadsheets, reports, presentations, and other program documentation.
• Coordinate under-enrollment meetings and recurring program meetings.
• Route inquiries and correspondence to appropriate Federal staff and track responses through completion.
• Maintain electronic and hard-copy files and official records.
• Assist with data entry, quality reviews, and document tracking.
• Support development of training materials, webinars, presentations, and communication products.
• Coordinate travel arrangements, meeting logistics, and administrative activities.
• Utilize Microsoft Office Suite and web-based collaboration tools.
• Perform additional administrative duties assigned by the Government.

Qualifications

• At least 2 years of relevant professional experience directly related to the task activities.
• Demonstrated proficiency in utilizing a variety of web-based and commercial off-the-shelf data management software packages.
• Demonstrated ability to aggregate, analyze, and present data gathered from multiple sources.
• Ability to develop reports, correspondence, and presentations to include Excel spreadsheets, MS Word documents, and PowerPoint presentations.

Preferred Qualifications

• Experience supporting the Office of Head Start (OHS) or Administration for Children and Families (ACF).
• Experience supporting Federal administrative operations and grants management programs.
• Experience coordinating meetings, conferences, and executive calendars.
• Proficiency with Microsoft Office Suite, Microsoft Teams, SharePoint, and Smartsheet.
• Experience with GrantSolutions, Head Start Enterprise System (HSES), and Office of Head Start Aligned Monitoring System (AMS).
• Experience preparing executive correspondence, reports, and briefing materials.

Education and Experience

At least an Associate degree in a field related to task activities from an accredited university or college.

Summary

Why work for VPD?

• VPD is proud to be a certified Great Place to Work in 2022-2023 & 2025 and named to the Inc. 5000 list of the fastest-growing private companies in America for 2025! See more about what our employees think! Working at VPD Government Solutions | Great Place to Work®
• Robust employee benefits package beginning on 1st of the month following hire date including health, dental, vision, life, and disability insurance
• 401(k) with 5% employer matching
• Flexible time off program
• Opportunities for professional development
• Employee-centric work culture including company sponsored events, happy hours, and team-building opportunities, frequent communications/information sharing from Leadership, supportive and positive teamwork environment, “open door” policy, etc.

VPD is Service-Disabled Veteran Owned Small Business (SDVOSB) and is an Equal Opportunity Employer.

• VPD Uses E-Verify - Right to Work Poster

Applicants have rights under Federal Employment Laws:

• EEOC Know Your Rights: Workplace Discrimination is Illegal
• EEO is the Law - Federal Contractors/Subcontractors
• Employee Polygraph Protection Act

Additional Information

• Remote, Hybrid, or Onsite? Hybrid
• What type of citizenship does your contract require? U.S. Citizen