The mission of the Department of Energy (DOE) is to ensure America’s security and prosperity by addressing its energy, environmental and nuclear challenges through transformative science and technology solutions. The offices of DOE require administrative support to assist in fulfilling this mission. The candidate shall assist the offices of DOE in fulfilling its mission to provide Administrative Support Services to their customers by obtaining concurrences on memorandums, letters, and acquisition guidance, hand carrying documents for signatures between offices as needed, making appropriate copies and distributing as required.
The candidate shall provide comprehensive Administrative Support Services. This includes, but is not limited to, document preparation and coordination, calendar management, meeting coordination, office supply management, travel arrangement support, records management, and data entry.
Hiring Timeframe: Immediate
Work Hours and Location: The work hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, and the work location is the Forrestal Building at 950 L’Enfant Plaza. Seventh Sense will support your commute by contributing over $1,500 annually to your Transportation FSA.
Responsibilities

General Administrative Support

• Review, prepare and coordinate a variety of high-quality agreements, letters, memorandum, emails, reports and other documents for Director’s signature or collaboration, then dispatch to recipient.
• Proofread, edit, and ensure proper format prior to distribution. Publish to DOE website or PowerPedia, as required after DOE approval. If Deputy Secretary or Secretary’s signature or collaboration is required, then submit correspondence into our corporate system (eDOCS). Ensure a copy of all signed correspondence is provided back to the originator and maintain correspondence files on the shared drive.
• Manage calendar and daily schedule for Directors, as desired. Coordinate meetings between the Director and other senior level officials. Manage access to the Director’s calendar. Remind Directors of their meetings. Update Directors as schedule changes occur throughout the day. Provide read ahead materials to include agenda, presentations, and other related documents.
• Answer organizational phones, and direct customers to the concerned office or employee. Answer or direct customer inquiries promptly, professionally and courteously.
• Maintain the desk and general administrative office areas in a neat and professional manner and appearance.
• Coordinate meetings to include scheduling, setting up conference rooms, and securing proper equipment for internal and external events. Record meeting minutes for Directors, as desired.
• Issue official correspondence and certificates, and meeting minutes as applicable.
• Check for availability of office supplies in the designated office supply areas/closets, and on a periodic basis (no less than bi-monthly) organize the supply locations. Receive requests for supplies; manage inventory and pickup office supplies from central supply store. Submit requisitions for required supplies not on hand. Retain supply receipts for purchases made by employees.
• Handle administrative requests for business cards, office entry authorization and keys, security badges, travel cards, phones, computers, and information.
• Facilitate the in-processing and out-processing of employees to include office space, name plates, office supplies, etc.
• Make travel arrangements for Directors, as desired. Submit travel authorizations and vouchers on their behalf. Develop travel itineraries, prepare travel directions and provide event materials. Assist in resolving travel related reimbursement issues. Assist other employees with corporate travel systems (ConcurGov and Foreign Travel Management System) as needed.
• Maintain ability with Word files, spreadsheets, PowerPoint presentations and other office software.
• Handle and use fax machines, photo copiers, scanners, videoconferencing, telephone system, computer and office software efficiently. Ensure the organization and cleanliness of the copy and fax areas. On a frequent basis (at least daily), verify machines are working properly. Refill paper bins, empty shredder bags, and ensure staplers are working to facilitate efficient staff usage.
• Maintain confidentiality when handling office documents, files and papers.
• Prepare time and attendance of employees within Automated Time Attendance and Production System (ATAAPS) on a bi-weekly basis for timely approval. Ensure accuracy for leave and pay purposes. Retain appropriate documentation. Help resolve employee Time and Attendance issues as they arise.
• Manage update of organizational phone listing, when requested.
• Assist with special projects and provide administrative services and logistical support for office-sponsored workshops, conferences and symposiums, when necessary.
• Accomplish other administrative duties/activities as described at the Task Order level.

Required Qualifications

• Minimum Education: Associate’s degree from an accredited college in an appropriate discipline or equivalent.
• Experience: The Executive Assistant (EA) is a key contributor to the operational efficiency of a Senior Executive (SE), providing meticulous administrative support to the Senior Executive Administrator. This individual must be adept at managing a diverse range of administrative tasks and projects, ensuring the seamless and timely functioning of an Executive Office. The EA is a model of professionalism and discretion, representing their office with finesse and ensuring confidentiality in all dealings. The EA provides both high-level and routine administrative tasks and projects for the SE, manages and supports the SE with external and internal meetings, capturing minutes and action items.
• Functional Responsibilities: Organizes and provides onsite support for special events including yet not restricted to conference planning, retreats, external and internal meetings. Manages the SE’s intricate schedule, ensuring efficient scheduling, coordination, and preparation of meetings and events, while also maintaining a collaborative approach.
• Software Applications: MS Windows Office software suite, Concur Travel System, Foreign Travel Management System, Time and Attendance System, Procurement System, and Correspondence Tracking System.
• Desired Skills: Ability to build spreadsheets, strong writing skills, energetic, and self-motivation.

ABOUT US:

Seventh Sense Consulting is an award-winning consulting company focused on providing federal agencies with “Enlightened Solutions that Deliver Lasting Value”. Our teams work with our clients to provide innovative solutions, enhance integration, and facilitate transparency of core acquisition. We are a 100% virtually operated Virginia-based company serving multiple clients across the US, and we have been recognized for 3 years in a row as a “Best Place to Work” by the Washington Business Journal! To learn more visit us at www.seventhsenseconsulting.com

Please refer the Job description for details