Senior Administrative Assistant

Changeis, Inc.; Washington (District of Columbia); On-site; USD 45,000 - 75,000; Full time

Job summary

Changeis, Inc. is seeking an experienced administrative support professional in Washington, DC, onsite. The role involves calendar management, project coordination, document handling and coordination of international travel for mission-critical activities.

You will review procedures, revise notices, prepare briefings and maintain program files. Strong IT skills, meticulous attention to detail and confidentiality are required to succeed in this position.

Qualifications

• Experience with calendar management, project coordination and documentation management.
• Coordination of international travel and country clearances, meeting support, and office administration.
• Proficiency in IT and technical skills to support mission-critical activities.

Responsibilities

• Perform administrative research, document management and workflow tracking.
• Coordinate office activities, ensure strong organizational skills and attention to detail.
• Research and coordinate actions for submissions and approvals.
• Review procedures, coordinate updates and draft notices for approval.
• Prepare briefings, reports, presentations and travel arrangements.
• Maintain records, filing systems and knowledge-sharing sites (e.g., SharePoint).
• Schedule meetings, prepare agendas, transcribe notes and track action items.
• Coordinate computer and teleconferencing requirements and troubleshoot issues.

Skills

Calendar management

Project coordination

Documentation management

International travel coordination

Meeting support

Office administration

IT & technical skills

Job description

DC/Onsite

Salary Max: $75k

Job Description

• Perform essential support functions including administrative research, document management, technical editing, workflow tracking, and coordination of office activities. This role requires strong organizational skills, attention to detail, and proficiency in various software tools to enhance communication and mission support.
• Research and coordinate actions on issues, ensuring accurate and complete submissions for approval.
• Review and recommend improvements for standard operating procedures, drafted directives and coordinate updates.
• Review, revise, and submit internal and external notices for approval; provide technical editing for various documents including correspondence, reports, and safety guidance.
• Produce and assemble program materials, establish and maintain program files, and track support actions.
• Process U.S. State Department clearances for international travel.
• Review Travel Request Electronic Clearance System (TRECS) requests for international travel.
• Prepare briefings, brochures, and presentations.
• Track documents, maintain computer records, identify errors, track workflow, and present findings.
• Maintain records as well as paper and electronic filing systems.
• Maintain and update knowledge sharing sites using tools like SharePoint.
• Maintain calendars and phone lists, prepare and disseminate correspondence, and coordinate international travel arrangements.
• Schedule meetings and assist with meeting preparation, distributing meeting agendas and materials, and transcribing notes and preparing summaries.
• Prepare and track office supply orders and reconcile accounts.
• Coordinate computer and teleconferencing requirements, troubleshoot issues, and escape for resolution.
• Capture meeting minutes and action items, distribute minutes, and track action items to closure.

• Perform essential support functions including administrative research, document management, technical editing, workflow tracking, and coordination of office activities. This role requires strong organizational skills, attention to detail, and proficiency in various software tools to enhance communication and mission support.
• Research and coordinate actions on issues, ensuring accurate and complete submissions for approval.
• Review and recommend improvements for standard operating procedures, drafted directives and coordinate updates.
• Review, revise, and submit internal and external notices for approval; provide technical editing for various documents including correspondence, reports, and safety guidance.
• Produce and assemble program materials, establish and maintain program files, and track support actions.
• Process U.S. State Department clearances for international travel.
• Review Travel Request Electronic Clearance System (TRECS) requests for international travel.
• Prepare briefings, brochures, and presentations.
• Track documents, maintain computer records, identify errors, track workflow, and present findings.
• Maintain records as well as paper and electronic filing systems.
• Maintain and update knowledge sharing sites using tools like SharePoint.
• Maintain calendars and phone lists, prepare and disseminate correspondence, and coordinate international travel arrangements.
• Schedule meetings and assist with meeting preparation, distributing meeting agendas and materials, and transcribing notes and preparing summaries.
• Prepare and track office supply orders and reconcile accounts.
• Coordinate computer and teleconferencing requirements, troubleshoot issues, and escape for resolution.
• Capture meeting minutes and action items, distribute minutes, and track action items to closure.

SKILL MATRIX

• The position requires experience with calendar management, project coordination, documentation management, international travel and country clearance coordination, meeting support, office administration, IT and technical skills.
• Skill sets needed are organizational skills, communication skills, attention to detail, discretion and confidentiality, problem solving skills, time management, technical proficiency, interpersonal skills, adaptability, and professionalism.