Executive Assistant - Washington, D.C. (Onsite)

Quality Support, Inc.; Washington (District of Columbia); Hybrid; USD 58,000 - 73,000; Full time

Job summary

Quality Support, Inc. is seeking an Executive Assistant to support a government client in Washington, D.C. The role requires handling complex administrative tasks, compiling information, and preparing reports with minimal supervision. An ACTIVE Secret clearance is required for this onsite position.

The successful candidate will manage calendars, coordinate travel, maintain security and compliance, and support multiple projects with strong organizational skills and discretion.

Qualifications

• HS diploma required; 4 years of executive assistant experience in an office environment.
• Proficiency with MS Word, Excel, PowerPoint, Publisher and Outlook.
• Experience with document management and prioritizing multiple workflows.
• Ability to maintain confidentiality and work independently.

Responsibilities

• Independently handle complex administrative tasks and prepare reports.
• Support government management with time-sensitive assignments and travel arrangements.
• Maintain calendars, organize communications, and manage office logistics.
• Respond to routine policy questions and manage time and attendance records.
• Coordinate logistics for government travel and organize visitor logs.
• Operate office equipment and manage supplies; ensure security compliance.

Skills

Relationship building

Organizational skills

Time management

Confidentiality

Independent worker

Education

HS diploma

4 years executive assistant experience

MS Office suite experience

Document management experience

Tools

MS Word

MS Excel

MS PowerPoint

MS Publisher

MS Outlook

SharePoint

Job description

Executive Assistant - Washington, D.C. (Onsite)

QSI is seeking an Executive Assistant (VO/Front Office) to support our government client in Washington, D.C. The successful candidate will independently handle complex administrative and clerical tasks, compile and evaluate information from multiple sources, prepare reports and statistics, and support Government management with time-sensitive assignments. The position requires strong organizational skills, attention to detail, confidentiality, and the ability to work independently with minimal guidance.

An ACTIVE Secret clearance is required.

Location

Washington, D.C.

Level/Salary Range

$58K-$73K (based on experience)

HR Contact

Subrina Miles

Job Category

Non-Exempt

Security Clearance Required

Position Type

Full-time

Duties/Requirements/Qualifications

• Ability to establish working relationships at all organizational levels
• Ability to accurately manage taskers and assignments
• Ability to disseminate information and/or requests to all office personnel and compile responses
• Good organizational skills, attention to detail, and work ethic
• Prepare written communications using a variety of office software, specifically: MS Word, MS Power Point, MS Excel, and SharePoint.
• Assist with new hire orientation for Government employees.
• Assist with travel arrangements using online Travel Manager System (E2).
• Coordinate logistics for Government travel: book tickets, hotels, rental vehicles, estimate per diem, and voucher travel upon return
• With Government provided input, use databases to report current and future activities.
• Track and report official time and attendance records for all federal employees within the office through Time and Attendance Electronic System (TATEL).
• Respond to routine questions on policy and procedures, and/or provide reports, such as Contractor employee turnover or time and attendance.
• Process employees for DS badges through the MDIS/DOS enrollment system, PIN resets and unlock. Answer incoming calls (external and internal) to the office in a highly professional manner and forward calls, take messages or resolve calls as warranted on an individual basis.
• Organize, type, data enter, collate and file material.
• Maintain the Director’s and/or unit’s calendar of upcoming events, guest log, appointments, and other activities.
• Review incoming documents and take appropriate action/distribution. Track and monitor the status of memoranda, correspondence, and taskers within unit
• Prepare briefing materials and compile reports.
• Provide support to other projects or tasks as required.
• Receive deliveries and arrange for pick-up of outgoing shipments.
• Be responsible for stocking the photocopy and facsimile machines and supplies as well as maintaining their operational status and taking the requested readings.
• Receive and sort incoming/outgoing administrative mail.
• Maintain constant awareness of all aspects of internal security including adherence to the restricted area policies, logging off computer terminals when not in use and securing work at the end of the business day.
• Admit and welcome visitors into facility and maintains visitor log-in files.
• Process employees for DS badges through the MDIS/DOS enrollment system, PIN resets and unlock badges.
• Liaise with building management to report and resolve maintenance issues.
• Operate office equipment, including but not limited to: document scanners, telephones, intercoms, label printers, and cameras.
• Assist with ordering, tracking, receiving, inventorying office supplies through various methods (GSA, CA internal, etc.).
• Maintain a clean, organized and safe office environment, free of debris or other obstacles.
• Fulfill daily supply order requests, stock limited supplies for general use such as printer toner, paper, pens, sticky notes, etc.
• Provide support for special events, including, but not limited to, support for conferences, meetings, representational events or bilateral delegations.
• Keep printers supplied with toner and paper daily.

Education / Experience Required

• HS diploma (2-year college degree preferred), and;
• Four (4) years of experience as an Executive Assistant in an office environment, including;
• Three (3) years of experience utilizing a variety of office software, specifically: MS Word, MS Excel, MS Power Point, MS Publisher, MS Excel, and MS Outlook, and;
• Demonstrated experience with document management, preferably for a legal department or other office, and;
• Demonstrated ability to prioritize and organize simultaneous workflow duties.

Quality Support, Inc. is an Equal Opportunity / Affinitiative employer.