Job Description
JOB OVERVIEW The Senior Administrative Assistant performs various clerical and administrative duties necessary to run an organization efficiently.
JOB RESPONSIBILITIES - 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 dedicated events for the organization to include coordinating all 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 manage any other specific requirements for meetings/conferences/projects (reserve parking spaces, directional signs, registration desk, nameplates, table tents, etc.).
- Obtain and deliver read-ahead material for management's scheduled meetings and distribute it to attendees.
- Prepare travel requests; arrange travel and lodging arrangements; and coordinate a visit schedule.
- Maintain conference room reservation schedules to coordinate 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, and archive forms (such as leave requests, employee work schedules, and telework applications), 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 authoritative 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 the final disposition of each action and inform the respective action officer of the results.
- Receive and screen visitors and phone calls. Professionally answer office manager's telephone line, take messages, and refer calls and visitors to appropriate staff.
- Operate shared office equipment, including copy machines, scanners, facsimile machines, computers, printers, and shredders, and as needed submit repair requests.
- Follow Standard Operating Procedures (SOP) and Internal Operating Procedures (IOPs) provided as Government Furnished Information (GFI) at contract award, related to functions such as 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 and retypes, as necessary.
- Participate as a member of Integrated Product Teams (IPTs) or groups developing changes or improvements to administrative processes and procedures.
JOB REQUIREMENTS - Must possess a Top Secret Security Clearance with Sensitive Compartmented Information (SCI) Eligibility.
- Must have a High School Diploma and six (6) years of general office assistant experience. A Bachelor's degree from an accredited university or college may be substituted for experience.
- Must have experience operating standard office equipment, including telephones, copy machines, scanners, facsimile machines, computers, printers, and shredders.
- Must have excellent interpersonal, written, and oral communication skills.
- Must have demonstrated experience and a high proficiency using MS Office, specifically Word, Excel, and PowerPoint.
- Must be able to multitask independently in a demanding environment.
Concord Crossroads, LLC
Job Tags
Contract work, Remote job,