Executive Administrative Assistant Top Secret

SiloSmashers, Inc.; Washington (District of Columbia); On-site; USD 78,000 - 80,000; Full time

Job summary

A consulting firm located in Washington, D.C. is seeking an Executive Administrative Assistant to support a federal law enforcement client. The role requires a Top Secret clearance and involves performing various administrative duties, including scheduling, document preparation, and database maintenance. Ideal candidates possess strong communication skills and proficiency in Microsoft Office Suite. Competitive salary offered between $78,000 and $80,000 annually.

Qualifications

• Must have a Top Secret clearance.
• Eight years of general office experience, or ten years may waive the education requirement.
• Proficient in Microsoft Office Suite.

Responsibilities

• Perform various clerical and administrative duties.
• Coordinate meetings, including travel arrangements.
• Maintain office databases and files.

Skills

Communication skills

Microsoft Office Suite

Standard office equipment operation

Education

Bachelor's degree

General office experience

Tools

Microsoft PowerPoint

Microsoft Excel

Microsoft Word

Job description

Overview

Executive Administrative Assistant Top Secret at SiloSmashers, Inc. supporting a federal law enforcement client.

Executive Administrative Assistant

The Administrative Support performs a variety of clerical and administrative duties that are necessary to run an organization efficiently.

Responsibilities

• Write a variety of technical articles, reports, brochures, and/or manuals for documentation for a wide range of uses.
• Create, customize, prepare, and maintain presentations, briefing charts, and documents using computer software (e.g., Microsoft Office Suite), websites, graphical elements, scanned photos, and other presentation materials.
• Review and modify correspondence for internal consistency and conformance.
• Maintain and update the calendar of management within the assigned Units and/or Sections using computer software (e.g., Microsoft Office Suite) by making appointments and arranging meetings, based on the manager\'s schedule and current issues.
• Coordinate and support meetings and special events for the organization, including coordinating amenities, accommodations, visit requests, and collection of funds.
• Schedule accommodations for meetings, record lunch requests for meetings with outside guests, notify attendees, coordinate Video Teleconference / Conference requirements, and handle other special requirements for meetings/conferences/projects.
• Obtain and deliver read-ahead material for management\'s scheduled meetings and distribute to attendees.
• Prepare travel requests; arrange travel and lodging arrangements; arrange and coordinate a schedule for visits.
• Maintain conference room reservation schedules for coordinating meetings, visits, and appointments.
• Enter data and maintain office databases such as organizational charts, personnel accountability, travel, training, and budget.
• Enter and maintain professional data; serve as records manager and maintain office files.
• Collect, review, archive forms, and enter data into the timekeeping system for branch chief review.
• Coordinate, define structure, and organize electronic materials, presentations and documents using databases, servers, and SharePoint sites.
• Prepare property turn-ins.
• Prepare, review and process training requests, travel vouchers, conference requests, personnel related documents, and technical report staffing for conformance to policy and procedures prior to the appropriate signature.
• Gather and organize completed personnel documents and deliver completed document packages for personnel actions to include civilians, contractors, students, guest researchers, etc.
• Respond to administrative queries and taskers by the established deadline; keep accurate records of final disposition of each action and inform the respective action officer of results.
• Receive and screen visitors and phone calls; answer the office manager telephone line, take messages, and refer calls and visitors to appropriate staff.
• Operate shared office equipment (copy machine, scanners, facsimile machine, computers, printers, shredders) and submit repair requests as needed.
• Follow standard operating procedures (SOP) and Internal Operating Procedures (IOPs) provided as Government Furnished Information (GFI) at contract award related to personnel accountability, security, and safety.
• Prepare and review correspondence (e.g., minutes, information papers, reports, queries, taskers) for grammatical errors, proper tone, accuracy, clarity, and formatting; make corrections as necessary.
• Participate as a member of Integrated Product Teams (IPTs) or groups developing changes or improvements to administrative processes and procedures.

Qualifications

• Must have a Top Secret clearance.
• Bachelor's degree from an accredited university or college with eight (8) years of general office experience. Educational requirement may be waived with ten (10) or more years of experience.
• Knowledge and/or experience using Microsoft Office Suite, specifically PowerPoint, Excel, and Word.
• Ability to communicate orally and in writing.
• Experience operating standard office equipment, including telephones, copy machines, scanners, facsimile machines, computers, printers, and shredders.

Salary: $78,000 - $80,000 per year

Employment type: Full-time

Seniority level: Mid-Senior level

Job function: Administrative

Industries: Business Consulting and Services