Senior Administrative Assistant-540207

Delaware Nation Industries; Vermont; On-site; USD 90,000 - 100,000; Full time

Benefits offered by this job

Health benefits premium coverage

401K matching

Disability insurance (short/long-term)

Pet Insurance

Education reimbursement

Parking and transit benefits

Job summary

Delaware Nation Industries is seeking an Administrative Assistant IV – Executive to support DOS program offices and senior executives. The role requires high-level administrative and logistical duties, including calendar management, travel arrangements, and confidential document processing.

The ideal candidate will have five or more years of experience supporting Senior Executives, strong MS Office skills, and the ability to work in a fast-paced environment while maintaining professional conduct

Qualifications

• US citizen with active security clearance (Secret) required.
• Minimum five years’ experience providing administrative support to Senior Executives.
• Experience with travel logistics and executive correspondence.
• Excellent written and oral communication skills.
• Ability to work in a fast-paced environment and meet deadlines.
• Proficiency with MS Office Suite and collaboration tools.

Responsibilities

• Compile, copy, tabulate, and maintain records and databases for program information.
• Provide high-level administrative support to Senior Executives and program managers.
• Manage incoming/outgoing correspondence and mail, routing for approval.
• Take dictation as needed and prepare documents.
• Maintain Executive Director calendars and resolve conflicts.
• Arrange travel itineraries and coordinate transportation/accommodations.
• Prepare Travel Authorizations and Travel Vouchers; handle visa applications.
• Organize meetings/events, including room setup and conferencing tech.
• Produce program reports and perform special analyses as needed.
• Take minutes and coordinate action items from meetings.
• Monitor timekeeping and staffing coverage during holidays.
• Assist in planning bureau projects and coordinate related processes.

Skills

Advanced MS Office

Executive support

Calendar management

Travel coordination

Communication skills

Security clearance

US citizenship

Tools

Microsoft Word

Excel

PowerPoint

MS Teams

SharePoint

Outlook

Job description

The Department of State (DOS) requires the services of a qualified Contractor to provide an Administrative Assistant IV – Executive (Senior) to support DOS program offices, Senior Executive-level personnel, and related administrative, training, and logistical functions described herein. The Contractor shall furnish all personnel, supervision, and other items necessary to perform the work, except as may be specified as government-furnished in this SOW.The purpose of this SOW is to establish requirements for a Senior Executive Administrative Assistant (Administrative Assistant IV) to provide high-level administrative and logistical support to Senior Executive-level personnel, including Deputy and Assistant Secretary-level officials, in support of program management, executive coordination, and training functions.

Job Duties:

• Compiling, copying, tabulating, and maintaining records, reports, and databases of business transactions, office activities, and program information, including program databases and master files.

• Demonstrating advanced proficiency in the Microsoft Office Suite (Excel, MS Word, and PowerPoint) to produce special projects and deliverables for DOS.

• Providing information to customers, claimants, and employees.

• Managing incoming and outgoing correspondence and mail, including opening, routing, answering, and preparing correspondence, and coordinating its routing and control before submission to the Executive Director.

• Taking dictation, as needed.

• Greeting and assisting visitors, as needed.

• Maintaining books, as needed.

• Providing administrative and executive assistant support to program managers and Executive Directors on Department programs and projects, including keeping Executive officers advised of developments and progress on pending issues.

• Interfacing and maintaining contacts with DOS program participants, Executive Directors, high-level contractor personnel, Deputy and Assistant Secretary-level personnel, and executive assistants/management support personnel throughout the Department.

• Maintaining the calendars of the Executive Director; proactively identifying and resolving calendar/meeting conflicts.

• Ensuring materials/documents are disseminated or obtained in advance of scheduled meetings.

• Reviewing and establishing internal operating procedures for timekeeping and staffing coverage during holiday periods.

• Preparing and submitting Time and Attendance reports for Government staff via the TATEL system.

• Serving as primary travel arranger for the Executive Office and Senior Executive-level personnel, including:

• Preparing travel itineraries and coordinating transportation and accommodations.

• Making travel reservations (airline, hotel, car rental).

• Preparing Travel Authorizations and Travel Vouchers in the E2 Solutions system.

• Preparing VISA applications and memoranda.

• Preparing eCountry Clearance cables for Government staff and contractors traveling internationally.

• Managing all logistical elements of meetings and events for the Executive Director and Senior Executive-level personnel, including scheduling, room/venue coordination, materials preparation, and conference call/video conferencing setup.

• Performing special assignments and program-related analysis, compilation, and summarization, including processing program documents and producing program reports.

• Processing confidential information.

• Assisting in planning and coordinating bureau projects and/or processes.

• Advising the Executive Director on personnel actions.

• Preparing the Weekly Activity Report.

• Managing office supplies and work orders, including preparing/maintaining work orders, managing stationery and supplies inventory, and ordering office supplies.

• Taking minutes at meetings and/or briefings.

• Attending weekly program management strategy meetings and inter-agency meetings addressing program issues.

• Instructing mid-level administrators and program users on procedures and policies.

• Producing special projects for DOS using Excel, MS Word, and PowerPoint.

• Performing other administrative duties as needed and coordinated by the COR.

• Civilian or Defense agency experience providing administrative support to Senior Executive positions is highly desired.

• Must be a US Citizen

• Must have an active security clearance (Secret)

• Must possess strong work ethic

• Excellent oral and written communication skills

• Must possess excellent organizational skills

• Good problem solver/troubleshooter

• Must be able to work in fast-paced environment independently while meeting external and internal timelines

• Must be able to take and provide direction and correction in a mature, professional manner

• At least five (5) experiences providing administrative support to Senior Executive positions is highly desired.

• Expertise using Microsoft Word, Excel, Outlook, PowerPoint, MS Teams, SharePoint, and/or other communication tools

Benefits Include:

• Covers 100% of employee benefit premiums, including Medical (PPO or HDHP Option), Vision, Dental
• Matching 401K
• Short- and Long-Term Disability
• Pet Insurance
• Professional Development/Education Reimbursement
• Parking and Transit Benefits for NY, NJ, ATL, and DC Metro areas

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits Include:

• Covers 100% of employee benefit premiums, including Medical (PPO or HDHP Option), Vision, Dental
• Matching 401K
• Short- and Long-Term Disability
• Pet Insurance
• Professional Development/Education Reimbursement
• Parking and Transit Benefits for NY, NJ, ATL, and DC Metro areas

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Salary Compensation: $90,000-$100,000

Equal Opportunity Employer / Individuals with Disabilities / Protected Veterans