ADMINISTRATIVE ASSISTANT

Qualifications

Minimum of three (3) years related experience in Executive Level AdministrationOutstanding organizational and communication skills (written and orally)Excellent writing, spelling, grammar, proofreading, editing, typing skillsComputer savvy with exceptional MS Office skills to include MS Word, Access, Excel & PowerPoint, and SharePointClose attention to detailA self–motivated, responsible, responsive individual who is a self-starter as well as a team playerHigh dependability to include excellent attendance and outstanding punctuality

Key Knowledge And Skills

The following knowledge and skills are not all-inclusive but are indicative of the requirements that contractor personnel shall possess as part of this contract:Contractor personnel shall have experience and expertise that demonstrate in-depth knowledge and background in providing professional and administrative support services in a DOD environment. Possess the ability to correspond and edit documentsHave excellent communication skills in English (verbal, written, and computer)Have the ability to plan, organize and execute assignments effectivelyHave the ability to complete tasks promptly and with minimal oversightHave extensive knowledge of technical editing and analysis techniquesHave experience producing executive-level briefings and presentationsExhibit accepted customer service practices and professional acumen in response to daily tasks, suspense's, and requests for informationAdditionally, possess the ability to perform the tasks related to correspondence and editing of documents below. Knowledge and use of current Microsoft Office productivity software (Word, Excel, Access, PowerPoint, and Outlook) to prepare documents, listings, tables, briefings, and worksheetsAssist in the writing/editing/maintenance of various documents to include Standard Operating Procedures (SOP's) as well as notices and instructionsReview and finalize papers, research reports, correspondence, records, and forms, ensuring accuracy, completeness, and compliance to agency policies and proceduresDraft, review, edit, correct, and finalize all types of correspondence and documentation, including letters, memorandum, presentations, studies, assessments, and reports for release or signature. Provide distribution and maintain a transmittal tracking system for all correspondenceFormat edits ensure that each briefing/presentation conforms to DOD and Client policy in presentations, content, and legal requirements. Possess the ability to post/remove documents from SharePoint sites and update information on SharePoint sites. Possess knowledge of the Enterprise Information Systems (EIS) to execute, track, and close department EIS taskers. Knowledge of Records Management required to maintain and execute Records Management File Plans. Awareness of the Defense Travel System (DTS) to ensure Department Head travel orders are processed and tracked as required.

Key Responsibilities

Travel Requirements Development

Gathers travel requirements from Office personnel to schedule and prepare official government travel orders as needed. Supports the execution of travel itineraries (e.g., travel reservations, travel vouchers, and reports) as needed in support of the traveler

Office Administration

Maintain a professional office environment that is open and welcoming to staff and visitors (e.g., organized, free of clutter, well lit)Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies, and placing and expediting orders for suppliesCoordinates new employee computer and phone requirementsMaintain electronic and hard copy filing systemCoordinates office moves, including phone and LAN line movesServes as the point of contact for office equipment repair, including printers and copiers

Correspondence, Reports, and Presentations

Expertly drafts and routes non-technical executive correspondence.

Training Compliance Tracking

Oversees compliance for employee training requirementsTracks and ensures all employee training requirements are met by communicating to Office personnel verbally, via email, and in Office staff meetings when training requirements have been announced and after training.

Office Schedule Management

Assists in Performance Appraisal scheduling

Communications

Interfaces professionally and effectively with external customers and contractorsManages conference room scheduling and setupAnswer Office management phone calls when Office management is not available, take a message and convey call information to the appropriate.

Visitor Badge Processing

Serves as backup for visitor/contractor badges and access control for Office including badge processing for visitors

Additional Qualifications

This position includes meeting deadlines, utilizing superior multitasking skills in an operations environment, communicating in a professional and diplomatic demeanor, working non-standard work hours driven by mission support schedules, and providing time-critical and extremely accurate follow-up to all customers and management inquiries. The Administrative Assistant shall be proficient in the use of the Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook, Project, Access, and Visio), WebTADS, CGE Travel Solutions, and SATERN, as well as standard web browsers such as Internet Explorer, Firefox, Chrome, and Safari.