Administrative Assistant, Intermediate

Veritech LLC

3d•Onsite

About The Position

This position will provide a variety of daily administrative and receptionist support tasks across multiple departments and perform a variety of tasks to facilitate functions of the Office of the Chief Operating Officer (OCOO) area of responsibility (AOR). The Administrative Assistant, Intermediate, will be highly proficient with Microsoft Office products and self-motivated about learning new processes. The Administrative Assistant, Intermediate, should have excellent verbal and written communication skills and maintain a professional demeanor. This On-Site position will be located in the Reception Area of a Department of Defense (DoD) secure locked facility procedures; no remote or hybrid working environment is possible for this position at this time.

Requirements

High School diploma or General Education Development (GED)
4+ years of experience with secretarial or administrative work in a professional environment
Possession of excellent verbal and written communication skills
Demonstrated, strong experience with Microsoft Office software applications and features of each application (i.e. Excel, PowerPoint, Word, etc.)
Demonstrated, strong experience managing multiple calendars and often having to deconflict scheduling requests
Excellent time management and organizational skills
High frequency of computer keyboarding and technology utilization
Ability to work independently and proactively

Nice To Haves

6+ plus years of demonstrated clerical or administrative experience
Secretarial or administrative work experience within the Department of Defense (DoD) or Telecommunications Industry
Associate’s or Bachelor’s degree
No clearance required, but ability to obtain, if needed, preferred

Responsibilities

Perform a variety of routine tasks to facilitate the executive administrative functions of the Office of the Chief Operating Officer (OCOO) area of responsibility (AOR)
Lead Action Officer (AO) for Front Desk/Reception Area actions
Follow all DoD secure locked facility procedures, to include but not limited to: sign in, sign out, and master key management
Manage Open/Daily/Closing procedures to include the basic order, cleanliness, and readiness for walk-in visitors of the Reception Area, Restrooms, Conference Room, Chief Executive Officer (CEO)/Chief Operating Officer (COO) offices, and Hallway to Veritech CEO/COO office Areas in accordance with (IAW) the Veritech checklists
Answer all types of communication timely and professionally; follow up with others to ensure activities are coordinated; arrange internal and external meetings and setup reminders within Outlook’s calendar feature
Greet all Front Door entrances and exits in a professional manner
Maintain office inventory, asset tags, and purchasing items in accordance with company policy
Lead AO for all Administrative Assistant duties not limited to:
Handle all communications and facilitation of Veritech employee and/or Client needs within eight (8) business hours, or four (4) business hours if Urgent
Urgent is deemed anything holding any employee back from operational readiness
The above communication types include: Personal email, assigned group emails, United States Postal Service (USPS) mailbox, and facility deliveries and transport packages to United Parcel Service (UPS) and FedEx
Lead AO for all operational archival and/or records management
Lead AO for all External/Internal meeting preparations and special events IAW the Veritech Very Important Person (VIP) Checklist for the facility
Prep full facility for visits (i.e. supply set up, refreshments, toiletries). All should be “Dress Right, Dress”
Update and maintain the Operations Quality Manual (QM1018) in physical and digital form
Provide thorough Meeting Minutes to all requested business meetings and trainings
Create, analyze, maintain, and improve task management and administrative procedures including receiving and consolidating task inputs for submission and closure, generally involving work of a confidential nature
Articulate business needs and translate them into administrative solutions across the full MS Office Suite tools towards drafting, preparing, reviewing, and/or proofreading documents, emails, or graphics according to established company guidelines
Draft all public website, LinkedIn posts, press releases, and/or Canva graphics for approval, then post
Draft ghost emails, as requested, ensuring to include the Bottom-Line Up Front (BLUF), attachments, 5Ws, associated costs, websites, points of contact (POCs), and miscellaneous notes
Provide initial research to accomplish new or existing mission efforts
Adhere to established procedures, policies, and best practices developed by the company
Proofread typed documents against source documents and assemble a final product for review, authentication, or other disposition, to include template creation
Oversee and manage the company’s third-party vendor services ensuring compliance with the Statement of Work (SOW)
Assist with in-processing and/or training new Employees on administrative procedures and company processes
Miscellaneous support to include but not limited to: printing, organizing, holiday or team building decorating, booking travel accommodations, completing non-personal/business related errands
Ability to perform other actions, as requested