Administrative & Executive AssistanceAdministrative Support
No H1B Sponsorship
US Top Secret Clearance Required
About the job
Requirements
Knowledge of administrative concepts and practices sufficient to anticipate administrative problems and requirements, recommend and implement changes to policies, procedures, controls, reporting systems, and office practices, provide guidance to subordinates, and advise on office practices and problem-solving.
Knowledge of secretarial practices and correspondence procedures, including spelling, punctuation, capitalization, grammar, formatting, and style requirements.
Knowledge of record-keeping systems sufficient to provide clerical support.
Experience using standard office software, including Access, Outlook, Word, Excel, and PowerPoint.
Experience developing and typing standard correspondence and editing documents.
Ability to develop materials for public speaking engagements, schedule commitments, and prepare materials for conferences and Congressional testimony.
Experience answering phone calls and referring them to appropriate contractors.
Experience working in a secure government environment.
Ability to communicate orally and in writing with senior Department management and staff, external government officials, and private industry.
Ability to perform multiple tasks simultaneously.
Ability to produce reports, graphs, charts, and documents.
Ability to use software functions to improve office productivity.
Ability to make travel arrangements for senior executives.
An Associate's degree is required.
The selected candidate may be required to successfully complete a counterintelligence-scope polygraph examination.
Must have an active DOE Q or Top Secret clearance.
Responsibilities
Recommend changes to administrative policies and devise and install office procedures to improve efficiency, including internal processes, database management, knowledge management, publications, and scheduling.
Notify appropriate staff officials when information or recommendations are needed, prepare responses, or follow up to ensure others respond on time.
Research and technically assess managerial and organizational problems and offer resolutions.
Handle division logistics, including visitor requests, security memos, travel scheduling, production database management, and tracking ongoing projects and taskers.
Maintain division calendars, schedule meetings, secure conference rooms, advise attendees when appointments must be rescheduled, arrange new mutually convenient times, and arrange interoffice or interagency meetings.
Arrange conferences and all-hands meetings, including preparing agendas, notifying participants, and handling logistics.
Produce written documents from drafts, notes, or oral instructions, including correspondence, program plans, and reports; use computer hardware, software, and printing equipment; ensure documents meet spelling, punctuation, capitalization, grammar, formatting, arrangement, copying, and distribution requirements; consult hardware and software manuals, clerical procedures, and regulations; and develop database or spreadsheet applications as needed to store, manipulate, sort, and report information.
Perform office management and administrative support duties, including maintaining office file systems, updating Excel spreadsheets, answering and referring calls, preparing, editing, copying, and filing correspondence, providing security escort duties in secure facilities, and entering information into office databases.
Resolve problems associated with office administrative processes based on extensive working knowledge of the organization and its programs.
Desired Qualifications
A Bachelor's degree is preferred.
PotomacWave is looking for an Executive Assistant to join our team supporting a Federal client in Washington, DC. This position will assist with office management by performing support and administrative duties. The ideal candidate will provide a wide range of office management functions, including maintaining office file systems; updating Excel spreadsheet data; answering and referring calls; preparing, editing, copying, and filing correspondence; providing security escort duties in secure facilities; and entering information into office databases. Based on extensive working knowledge of the organization and its substantive programs, the candidate will resolve problems associated with the office administrative processes.
Responsibilities:
Recommend changes in administrative policies. Devises and installs office procedures to enhance efficiencies including information regarding internal processes, database management, knowledge management, publications, and scheduling.
Notify the appropriate staff officials of the need for information or recommendations, and either prepare the response or follow up to ensure timely response by others.
Perform research and technical assessments of managerial and organizational problems and offer resolutions for such problems.
Handles logistics for the division including managing visitor requests, security memos, assisting in travel scheduling, managing production database, and tracking ongoing projects and taskers.
Maintain division calendars including scheduling meetings and securing conference rooms for meetings. Advises an attendee or attendees when appointments must be rescheduled and arranges mutually convenient times for new appointments, meetings, and other commitments. Arrange interoffice and/or interagency meetings.
Arrange conferences and all-hands meetings. This includes preparing an agenda, notifying participants, and arranging logistical matters.
Produce from rough draft, notes, or oral instructions a variety of written documents (e.g., correspondence, program plans and reports, etc.). Utilize computer with varied and advanced functions and several types of automation software, as well as applicable printing equipment. Ensure proper spelling, punctuation, capitalization, grammar, format and arrangement, and copying and distribution of material have been followed. This requires the use of computer hardware and software manuals, clerical procedures, and regulations. As necessary, develop applications to utilize databases or spreadsheet software to store, manipulate, sort, and report statistical and other information from office files or related sources.
Qualifications:
Knowledge in the basic foundation of administrative concepts and practices sufficient to enable the incumbent to foresee administrative problems and requirements needed for internal procedures, administrative controls, and reporting systems; recommend and implement new or changes in administrative policies, procedures and office practices; provide guidance to subordinates; and advise on general office practices and problem solving.
Knowledge in secretarial practices and correspondence procedures necessary for applying spelling, punctuation, capitalization, grammar, required formats and style requirements to correct errors in prepared materials.
Knowledge in record keeping systems to provide full clerical support.
Experience using standard office product software (i.e., Access, Outlook, Word, Excel, PowerPoint).
Experience developing and typing standard correspondence and performing document editing.
Ability to develop material for use in public speaking engagements and to schedule commitments and prepare materials for conferences and Congressional testimony.
Experience answering phone calls and referring phone calls to the appropriate contractor(s).
Experience working in a secure, government environment.
Ability to communicate effectively both orally and in writing with management and staff at the highest levels of the Department, external government officials, and private industry.
Ability to perform multiple tasks simultaneously.
Ability to produce a wide range of reports, graphs, charts, and documents.
Ability to use software functions to enhance office productivity.
Ability to make travel arrangements for Senior Executives.
An Associates Degree is required but a Bachelor's Degree is preferred.
The selection of an individual for this position may be conditioned upon his or her successful completion of a counterintelligence-scope polygraph examination.
Must have an active DOE Q or Top-Secret clearance.