Senior Administrative Assistant (Top Secret Required)Crowned Grace International is seeking Senior Administrative Assistants to support our Department of Defense client with administrative support in Washington DC, Fort Meade, MD, and Quantico, VAWork Description:
- 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 materials.
- Review and modify correspondence for internal consistency and conformance.
- Maintain and update the calendar management calendar 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 special events for the organization, including coordinating all amenities, accommodations, visit requests, and funds collection.
- Schedule accommodations for meetings, record lunch requests for meetings with outside guests, notify attendees, coordinate Video Teleconference Conference requirements, and handle any other special 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; organize 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, 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 to ensure conformance to policy and procedures before the appropriate authoritative signature.
- Gather and organize completed personnel documents and deliver completed document packages for personnel actions, including 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. Answer the office manager's telephone line professionally, 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 awards 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. Correct and retype as necessary.
- Participate in Integrated Product Teams (IPTs) or groups developing changes or improvements to administrative processes and procedures.
Qualifications:
- Must have an Active Top Secret Required
- Experience may be substituted for a bachelor's degree from an accredited university or college or ten (10) years of relevant training.
- Knowledge and/or experience using Microsoft Office Suite, specifically PowerPoint, Excel, and Word.
- Ability to communicate orally and in writing.
- Experience operating standard office equipment, including telephones, copy machines, scanners, facsimile machines, computers, printers, and shredders.
- Expert capabilities in scheduling and usage of Scheduling Assistant in MS Outlook and Teams Proficiency,
- Experience with Concur (government travel system),
- Organization,
- Reporting skills,
- Verbal communication,
- Typing,
- Written communications,
- Knowledgeable user of Microsoft OneDrive and SharePoint,
- Other Microsoft Office 365 skills,
- Confidentiality,
- Responsive, and
- Professionalism.
A successful background check and drug screen is required