Administrative Assistant

DTSV•Williamsburg, KY

5d•Onsite

About The Position

LDRM is seeking an Administrative Assistant to support the Visa Support Services (VSS) contract at the Kentucky Consular Center (KCC). This role involves performing a wide range of administrative support duties, creating spreadsheets for data tracking and analysis, and utilizing Microsoft Office software to produce various documents. The position requires coordinating and preparing production and program documents, understanding policy and procedures, and assisting with the review and updating of SOPs. The Administrative Assistant will also maintain a master calendar, manage incoming and outgoing mail, arrange conference calls and meetings, and attend meetings to transcribe minutes and track issues to resolution. This role is crucial for supporting the Center Operations Manager and ensuring smooth operations within the VSS contract.

Requirements

Strong command of the English language both verbally and written.
Strong administrative and organizational skills.
Proficient with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
Good interpersonal and communication skills.
Demonstrates a professional work ethic.
Ability to work independently and as a member of the team.
Computer skills required: MS Office Suite skills.
Ability to work effectively and efficiently in a team environment and relate well to others.
Ability to show initiative and commitment to the company's goals.
Ability to readily adapt to changing requirements.
Strong commitment to performing and producing at the highest level of quality in all functions.
Ability to manage individual workflow effectively and improve processes when necessary.
Ability to communicate clearly and effectively with management, the government, contractors, and colleagues in a professional manner both written and verbally.
Positive attitude focused on customer satisfaction.
Must be a U.S. Citizen and able to obtain and maintain a Secret clearance.
Must successfully complete a comprehensive seven (7) year criminal and credit history background check.
Ability to pass a typing test of at least 30 WPM with no errors.

Nice To Haves

Four years of business administration experience preferred.

Responsibilities

Performs a wide range of simple to complex administrative support duties in support of the Center Operations Manager as directed.
Creates spreadsheets to track data and analyze results for errors and works with applicable personnel to resolve errors.
Uses a computer with Microsoft Office software to create, produce and edit letters, memoranda, reports, or other materials from rough drafts or notes.
Coordinates, consolidates, reviews for content and logic, and prepares production and program documents and reports, virtually all of which may be deadline driven.
Develops an understanding of policy, procedures, and guidelines to apply judgement for interpreting content of proposed changes.
Applies knowledge of the program to assist with the review and updating of SOPs and work instructions, track personnel changes and maintain current organizational charts.
Develops and maintains master calendar of Program events, meetings, travel, and reports; and identifies inconsistencies.
Reads and routes incoming mail/email.
Prepares outgoing mail and correspondence, including email.
Arranges conference calls, monitors call-in line, assists with security and badging process.
Coordinates and arrange meetings, including reserving facilities.
Prepares meeting agendas and coordinate meals and refreshments.
Meets and greets scheduled visitors and arrange their accommodations.
Attends meetings to transcribe and distribute minutes, identify issues and track to resolution.
Performs other related duties as assigned.