Administrative Assistant

Viderity•Alexandria, VA

12d•Onsite

About The Position

The Administrative Assistant provides day-to-day administrative and clerical support to the Office of Legislative and Public Affairs (OLPA) at the U.S. National Science Foundation (NSF). The role manages schedules, communications, files, and documents to keep office operations running smoothly and on time. The Administrative Assistant works closely with OLPA staff, contractors, and external stakeholders to coordinate meetings, maintain tracking systems and distribution lists, and support travel, training, and reporting needs. The position is on-site at NSF in Alexandria, Virginia. Viderity describes itself as a HUBZone-certified and Woman-Owned Small Business delivering IT, digital, and creative solutions to federal and commercial markets.

Requirements

Proficiency with Microsoft Office Suite products, including Outlook, Word, Excel, and PowerPoint.
At least 5 years of professional writing and editing experience, including at least 3 years drafting office documents such as official memos, internal and external correspondence, and policies.
At least 5 years of experience in administrative coordination, project management, or a combination of the two, and the ability to work at a fast pace with tight deadlines.
At least 5 years of experience entering information into databases or tracking systems and creating and formatting reports and presentations.
Familiarity with federal communication requirements, including the Plain Writing Act of 2010 and Section 508 compliance.
Ability to develop written documents and correspondence demonstrating mastery of basic grammar, spelling, and punctuation.
Ability to communicate consistently with a high degree of professionalism, diplomacy, and tact.

Nice To Haves

A degree in communications, public relations, marketing, data analytics, or a related field.

Responsibilities

Manage the day-to-day administrative affairs of the client.
Maintain the client's calendar, schedule daily appointments, and deconflict appointments when necessary.
Coordinate administrative tasks and oversee designated administrative operations.
Enter information accurately into databases and tracking systems.
Format reports, presentations, and spreadsheets.
Prepare meeting agendas, presentation materials, meeting requests, and minutes.
Answer and screen incoming calls and direct them to the appropriate action officer.
Draft email responses and general correspondence on behalf of the client.
Compile input for, and draft or organize, a variety of reports.
Compile daily, weekly, and monthly social media, web, and other relevant metrics reports.
Maintain stakeholder email and distribution lists.
Ensure effective document management.
Maintain templates and resources for OLPA operations.
Assist with processing travel, training, and reimbursement requests.
Coordinate interviews, meetings, and panels, maintaining effective communication with OLPA staff and external stakeholders.
Establish and maintain effective and appropriate working relationships with OLPA contractors and staff.