Senior Executive Assistant

Bodwé Professional Services Group

Sterling (IL)

On-site

USD 65,000 - 75,000

Full time

14 days+

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Job summary

Bodwé Group Companies seeks a Sr. Executive Assistant to support the executive management team for a federal contract opportunity in Sterling, IL.

The role requires managing calendars, travel, meetings, and reports while handling confidential information with professionalism. Responsibilities include records management tasks, program support, and general administrative duties across OSR/BOEM/MMA workflows; five years of relevant experience and a Bachelor’s degree are required, along with

Qualifications

Five (5) years of directly relevant experience providing records management, program support, and executive administrative support.
Bachelor’s Degree or equivalent experience.
Proficient in Microsoft Word, Outlook, PowerPoint, and SharePoint.
Must have or be able to obtain Real ID or Passport for travel; valid driver’s license.

Responsibilities

Screen calls; manage calendars; arrange travel, meetings, and events.
Prepare reports and financial data; train/supervise support staff; maintain confidentiality.
Coordinate records management actions with BOEM/MMA and OSR contacts; document actions.

Skills

Interpersonal skills

Project coordination

Discretion/confidentiality

Research skills

Education

Bachelor’s degree or equivalent

Five years of relevant experience

Tools

Microsoft Word

Microsoft Outlook

Microsoft PowerPoint

Microsoft SharePoint

Job description

Disclosure

This is a federal contracting opportunity that we, the Company, are bidding on and has not been awarded. The availability of this position is contingent upon successful award of the contract.

Position Summary

The mission of Department of the Interior, Marine Minerals Administration (MMA), formerly the Bureau of Ocean Energy Management (BOEM), is to manage development of U.S. Outer Continental Shelf energy and mineral resources in an environmentally and economically responsible way. As part of MMA, the Office of Strategic Resources (OSR) manages ocean energy and mineral resources of the Outer Continental Shelf (OCS) by balancing expeditious and orderly development with environmental and safety concerns. OSR is responsible for the development and implementation of the National Oil and Gas Leasing Program, oversees the assessment and inventory of oil, gas, and other mineral resources, conveys access to marine minerals, maintains official maps and geographic data, conducts economic evaluations to ensure the receipt of fair market value for OCS leases, and leads efforts to identify and mitigate the financial risks associated with offshore lease activities.

The Sr. Executive Assistant serves as the liaison to and performs administrative duties for the executive management team. Responsibilities may include screening calls; managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; training and supervising other support staff; and customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, outside clients and vendors. Sensitivity to confidential matters required.

Period of Performance

The period of performance for this order shall be 12 months _ from 1 January 2027 through 31 December 2027 _

Accommodation Requests

We are committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment. If reasonable accommodation is needed to participate in the job application or interview process, contact careers@bodwegroup.com.

Essential Duties and Responsibilities

Thefollowinginexhaustive list ofdutiesrepresentsa sampleofworkroutinelyperformedbythis role:

Records Management Tasks

Assist with physical inventory of records in the OSR file room.
Assist with digital inventory of records on OSR network, OneDrive, and SharePoint locations.
Coordinate records management work actions with existing BOEM/MMA and OSR records management points of contact.
Digitize physical records as needed, recording appropriate metadata, labeling filenames per guidance, and organizing digitized records per file plans.
Coordinate with BOEM/MMA and OSR records management points of contact to box appropriate physical records and transfer records to NARA/FRC facilities for storage according to BOEM/MMA records management guidance.
Process transfers of records to and from BOEM/MMA/OSR and appropriate records storage facilities for records review according to BOEM/MMA records management guidance.
Assist with proper disposition and cataloging of temporary records according to BOEM/MMA records management guidance.
Observe and participate in BOEM/MMA records management meetings.
Assist with documenting records management actions completed and updating process documentation related to records management activities and guidance_ . _

Program Support Tasks

Assist with monitoring OSR network, OneDrive, and SharePoint locations, update existing files to newer versions, add necessary resources and files, and remove or archive old or unneeded files.
Edit, update, and review posts on OSR shared Internet websites and resources.
Provide assistance with coordinating communications and updates related to data calls and informational requests received by the OSR Front Office.
Learn OSR Front Office program processes, adapt to new guidance and process changes as issued, document work processes in the format of process guides, tip sheets, and standard operating procedures, and manage the distribution, versioning, and updating of documentation produced.

General Administrative Tasks

Assist with scheduling, coordinating, and updating meetings using available online and offline resources.
Assist with preparing, receiving, and monitoring shipments for OSR staff; also assist with receiving, sorting, and distributing mail and other correspondence for OSR staff.
Coordinate with OSR staff to gather, prepare, and review documentation for submission into BOEM’s Document Tracking System (DTS).
Support OSR staff in receiving, documenting, and verifying assigned controlled property in addition to preparing and updating physical and digital property records
Support OSR staff by coordinating collection and review of required HR documentation required for personnel actions in addition to updating existing tracking resources for personnel actions.
Assist with physical, routine office tasks such as printing, filing, moving boxes and equipment, and organizing supplies and equipment.
Learn administrative processes, adapt to new guidance and process changes as issued, document work processes in the format of process guides, tip sheets, and standard operating procedures, and manage the distribution, versioning, and updating of documentation produced.

Education, Experience, and Technical Skills

Required Education, Experience, and Technical Skills

Five (5) years of directly relevant experience providing records management, program support, and executive administrative support, including physical and digital records, digitization, SharePoint/OneDrive, records transfer or disposition, scheduling, and correspondence.
Bachelor’s Degree or equivalent experience
Relevant work experience with and be proficient in the following:
Microsoft Word
Microsoft Outlook
Microsoft PowerPoint
Microsoft SharePoint
Must have or be able to obtain and maintain a Real ID or Passport in order to undergo commercial airfare travel
Must have or be able to obtain and maintain a valid driver’s license

Preferred Education, Experience, and Technical Skills

Relevant work experience and proficiency in the following are highly desired:

Federal records-management and NARA/FRC experience are preferred.
Microsoft Copilot
Microsoft Power Automate
Microsoft Forms

Working Environment

This position operates in a professional office setting. The role routinely uses standard office equipment such as computers, phones, printers, and photocopiers. The work environment is generally quiet and free from exposure to loud noise, hazardous materials, or heavy machinery. Employees are typically seated for extended periods and may occasionally move about the office to attend meetings or access equipment and supplies.

Physical Demands

_ Sitting/Standing: _ This role is generally sedentary, performing sitting work utilizing technological office equipment, including a laptop, mouse, keyboard, computer monitors, telephones, scanners, and copiers.

_ Walking: _ This role requires the ability to move about inside the office to access the required technological equipment.

_ Stooping/Kneeling/Crouching/Crawling: _ This role may require stooping to reload printer trays with print paper, moving equipment, and managing cords.

_ Using Hands/Fingers: _ This role constantly operates technological office equipment such as laptops, mice, keyboards, computer monitors, telephones, scanners, and copiers.

_ Talking/Hearing: _ This role requires constant communication with others in the organization to exchange information, review information, and make decisions about information.

_ Seeing _ : This role requires seeing, viewing, and distinguishing all aspects of internal and external communications.

_ Carrying/Lifting: _ This role requires lifting up to 20lbs to transport technological office equipment to and from various workspaces.

Equal Employment Opportunity

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Bodwé Group Companies engage in federal contracting. Therefore, we would be thrilled to accept applications or referrals to hire veterans.

Native American Hiring Preference

Our parent company, Mno-Bmadsen, prefers to hire Pokagon citizens who are qualified and suitable for available positions. For purposes of this section, “qualified” means that the applicant meets the technical and experiential needs for employment; and “suitable” means that the candidate appears to be the best fit considering present circumstances and conditions. Targeted preference is in the following order: