Administrative Assistant

The Tatitlek Corporation•Fort Worth, TX

15d•$55,000•Onsite

About The Position

US CITIZENSHIP REQUIRED SUMMARY: The Service Desk Tier 2 Tech Support shall be responsible for IT problems or requests that cannot be resolved at the Service Desk Tier 1 level. Tier 2 technicians shall be responsible for responding to and resolving “IT” Service Desk tickets on a timely manner. The persons assigned to this function will work directly with end users either remotely or at the customer’s location until the incident or request is resolved. The contractor filling this position shall also be able to perform all duties and responsibilities at the Service Desk Tier 1 position level. ESSENTIAL DUTIES AND RESPONSIBILITIES: Meeting Coordination & Agenda Management Coordinate with the Chief and/or Acting Chief to develop and finalize OITO meeting agendas. Solicit agenda topics from OITO managers and ensure timely responses; follow up as needed. Organize and structure agenda items based on time constraints and priorities. Distribute approved agendas to primary stakeholders and meeting participants. Schedule meetings and send calendar invitations, including optional attendees and presenters. Maintain and upload finalized agendas to SharePoint, organized by fiscal year and quarter. Action Item & Meeting Follow-Up Review meeting minutes and validate captured action items for accuracy and completeness. Assign, track, and communicate action items, including due dates and responsible parties. Distribute finalized meeting minutes and coordinate updates or revisions as needed. Maintain and update Action Item trackers, ensuring transparency and historical tracking. Follow up with staff on outstanding action items and escalate as appropriate. Reporting & Documentation Compile and submit the OITO Monthly Report in accordance with established deadlines. Coordinate with managers to collect input and ensure timely submission of report content. Consolidate and format reports using standardized templates. Maintain organized records of reports, agendas, and supporting documentation. Briefing & Presentation Support Coordinate with OITO managers to collect monthly briefing materials. Compile and format PowerPoint presentations using established templates. Ensure briefing decks are complete, accurate, and submitted on time. Tracking & Administrative Systems Maintain Action Item and Parking Lot trackers to monitor ongoing and deferred items. Update tracking tools (e.g., Excel, SharePoint) to ensure accuracy and accessibility of information. Support process improvements for tracking and reporting systems. General Administrative Support Manage calendars, schedule meetings, and coordinate logistics for leadership and staff. Draft, edit, and distribute correspondence, emails, and official communications. Maintain office files, records, and shared resources in an organized manner. Provide administrative support for special projects and initiatives as needed. Serve as a point of contact for internal and external stakeholders.

Requirements

Experience supporting senior leadership or executive-level staff.
Familiarity with meeting coordination, reporting processes, and task tracking systems.
Experience in a government or administrative office environment.
Strong organizational and time management skills with attention to detail.
Excellent written and verbal communication abilities.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SharePoint.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Strong interpersonal skills and ability to work effectively with all levels of staff.
Ability to handle sensitive information with discretion and professionalism.
As a condition of employment, must pass a pre-employment drug screening, as well as have acceptable reference and background check results.
US CITIZENSHIP REQUIRED

Responsibilities

Coordinate with the Chief and/or Acting Chief to develop and finalize OITO meeting agendas.
Solicit agenda topics from OITO managers and ensure timely responses; follow up as needed.
Organize and structure agenda items based on time constraints and priorities.
Distribute approved agendas to primary stakeholders and meeting participants.
Schedule meetings and send calendar invitations, including optional attendees and presenters.
Maintain and upload finalized agendas to SharePoint, organized by fiscal year and quarter.
Review meeting minutes and validate captured action items for accuracy and completeness.
Assign, track, and communicate action items, including due dates and responsible parties.
Distribute finalized meeting minutes and coordinate updates or revisions as needed.
Maintain and update Action Item trackers, ensuring transparency and historical tracking.
Follow up with staff on outstanding action items and escalate as appropriate.
Compile and submit the OITO Monthly Report in accordance with established deadlines.
Coordinate with managers to collect input and ensure timely submission of report content.
Consolidate and format reports using standardized templates.
Maintain organized records of reports, agendas, and supporting documentation.
Coordinate with OITO managers to collect monthly briefing materials.
Compile and format PowerPoint presentations using established templates.
Ensure briefing decks are complete, accurate, and submitted on time.
Maintain Action Item and Parking Lot trackers to monitor ongoing and deferred items.
Update tracking tools (e.g., Excel, SharePoint) to ensure accuracy and accessibility of information.
Support process improvements for tracking and reporting systems.
Manage calendars, schedule meetings, and coordinate logistics for leadership and staff.
Draft, edit, and distribute correspondence, emails, and official communications.
Maintain office files, records, and shared resources in an organized manner.
Provide administrative support for special projects and initiatives as needed.
Serve as a point of contact for internal and external stakeholders.