Executive Administrative Assistant

The Building People Career Center; Washington (District of Columbia); On-site; USD 52,000 - 76,000; Full time

Job summary

The Building People is seeking an Executive Administrative Assistant to support a federal program office. The role performs specialized administrative tasks, coordinates travel, and produces complex briefings with independent judgment and tact.

Responsibilities include managing calendars, preparing briefing materials, coordinating domestic and international travel, drafting correspondence for senior leadership, and maintaining digital and paper files. Strong MS Office skills are required.

Qualifications

• Performs a variety of administrative function to support the operation of a program office.
• Must be experienced working with senior executives.
• Proficient in Microsoft Office Suites 2010 or better.

Responsibilities

• Manages multiple calendars and schedules meetings.
• Prepares agendas for internal/external meetings and prepares briefing materials.
• Arranges/coordinates domestic/international travel.
• Composes and prepares correspondence for senior management.
• Tracks incoming issues addressed to Director & Deputy Director and ensures that responses are sent in a timely manner.
• Monitors and responds to emails.
• Prepares draft PowerPoint presentations and reports when needed.
• Maintains digital and paper files.
• Serves as office receptionist and customer service representative.
• Provides conference administrative/travel support to Operations Team and Program Managers, as needed.
• Manages conference room scheduling and set-up, including webinars and videoconferences.
• Manages logistics of monthly All-Hands meeting (e.g., ensure room reservation, room setup, webinar setup, manage remote attendees and call-in).
• Support development of Travel Authorizations and managing the expenditure of travel funds.
• Support in the development of process documents such as travel, on-boarding and general Standard Operating Procedures

Job description

The Building People has an opening for an Executive Administrative Assistant to support our federal client. The Executive Administrative Assistant will perform a variety of administrative functions to support the operations of a program office. Performs specialized administrative support tasks of a non-routine and non-repetitive nature. Monitors projects and/or finances for members of assigned functional unit. Performs professional level tasks both formal and informal requiring independent judgment, initiative, and tact; determines the method of collection and analysis for assigned projects; and prepares complex briefings. Coordinates administrative work within the secretarial and clerical support group. Must be proficient in Microsoft Office Suites 2010 or better. Manages multiple calendars and meeting rooms on Outlook. Expertise in preparing various reports, making recommendations for actions, project management, event planning, office relocation planning and other duties as assigned.

• Performs a variety of administrative function to support the operation of a program office.
• Must be experienced working with senior executives.
• Most possess independent judgment, initiative, and tack. Must be proficient in Microsoft Office Package.
• Most have extensive experience with Department of Energy Travel and Conference Management policies and systems.
• Functional areas for this position include but not limited to:
• Manages multiple calendars and schedules meetings
• Prepares agendas for internal/external meetings and prepares briefing materials
• Arranges/coordinates domestic/international travel
• Composes and prepares correspondence for senior management
• Tracks incoming issues addressed to Director & Deputy Director and ensures that responses are sent in a timely manner
• Monitors and responds to emails
• Prepares draft PowerPoint presentations and reports when needed
• Maintains digital and paper files
• Serves as office receptionist and customer service representative
• Provides conference administrative/travel support to Operations Team and Program Managers, as needed
• Manages conference room scheduling and set-up, including webinars and videoconferences
• Manages logistics of monthly All-Hands meeting (e.g., ensure room reservation, room setup, webinar setup, manage remote attendees and call-in).
• Support development of Travel Authorizations and managing the expenditure of travel funds
• Support in the development of process documents such as travel, on-boarding and general Standard Operating Procedures