Executive Administrative Assistant

at  Omniscius Consulting

Our client is seeking a highly organized and proactive Executive Assistant to support a large Federal organization with a formalized structure. This hybrid position requires 3-4 days of onsite presence in Arlington, VA, and involves a wide range of clerical, secretarial, and administrative tasks to ensure the smooth operation of the organization.
Key Responsibilities:

Executive Assistance Support Requirements:

• Clerical and Secretarial Support:
• Provide comprehensive clerical and secretarial support to a large Federal organization.
• Prepare and develop correspondence, reports, memorandums, presentations, and other communication materials for distribution both on-site and off-site.
• Document Preparation and Review:
• Review correspondence for signatures from staff, supervisors, or senior managers, ensuring proper format, procedural compliance, and accuracy.
• Monitor and track correspondence in approved databases to meet suspense requirements.
• Distribute correspondence in accordance with approved guidelines and processes.
• Event Planning and Coordination:
• Plan, coordinate, and organize events for Federal staff, including on-site and off-site events.
• Tasks include submitting presentations, securing necessary equipment, taking attendance, and distributing meeting documents.
• Operate equipment such as projectors and computers as needed.
• Scheduling and Calendar Management:
• Monitor a broad range of communications to make scheduling determinations and recommendations.
• Maintain the daily schedule of assigned Federal staff.
• Schedule and maintain a calendar of meeting spaces within the organization.
• Communication and Interface:
• Understand the mission, objectives, and organizational structure to facilitate effective communication.
• Interface with Government and contractor executives to facilitate activities as assigned.
• Participate in document meetings, conferences, and other events.
• File and Record Management:
• Maintain assigned files and record systems in accordance with DOE-approved guidelines.
• Perform routine duplication of documents using provided duplication equipment (up to 15,000 printed pages).
• Office Supplies and Inventory:
• Order and maintain an approved inventory of standard office supplies for assigned staff using approved processes.
• Time and Attendance:
• Assist Federal staff with the completion of time and attendance submissions and maintain records as required.
• Travel Coordination:
• Assist Federal staff with official travel requirements.
• Reception and Call Management:
• Receive telephone calls and visitors, directing them to the appropriate Federal staff or redirecting as necessary.
• Video Teleconference Coordination:
• Schedule, coordinate, and set up video teleconferences, including local resources and participants.

Qualifications:

• Proven experience in providing clerical and secretarial support within a formalized organization.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to operate office equipment such as projectors, computers, and duplication machines.
• Familiarity with scheduling and calendar management.
• Experience in event planning and coordination.
• Strong attention to detail and accuracy in document preparation and review.
• Ability to interface effectively with Government and contractor executives.
• Knowledge of file and record management systems.

1hBJGgdMT

Please refer the Job description for details