Administrative Assistant - Science and Technology Policy Institute

Institute for Defense Analyses • Alexandria, VA

2d • $55,151 - $88,242

About The Position

Under minimal supervision, provides principal administrative support in a professional environment, usually to one individual, and in some cases also the subordinate staff of that individual. Performs a variety of both complex and routine administrative duties requiring extensive working knowledge of the organization, programs, practices and procedures related to the function of the office. Responsibilities include extensive use of software including word processing, graphics, and spreadsheet to produce complex technical and statistical documents and reports. Also utilizes electronic mail, conference room scheduling and other internal automated systems; may maintain personal information systems and databases.

Requirements

• High school diploma or equivalent, with minimum five years experience or Associate degree with minimum four years experience or Bachelor’s degree with minimum two years experience. Experience refers to the use of MS Office suite or similar software and handling administrative functions.
• Demonstrated proficiency in MS Office suite and similar software packages to include word processing, formatting and editing, complex work table, advanced PowerPoint skills; spreadsheet, graphics and database; experience with other automated systems e.g. Microsoft Outlook or other electronic mail system, conference room scheduling systems, search engines, and other internal automated systems.
• Demonstrated ability to handle proprietary or sensitive information and to operate effectively under deadlines with tact and diplomacy.
• Strong interpersonal skills with ability to communicate effectively orally and in writing with all levels of employees.
• Ability to obtain necessary security clearance.
• Successful completion of a criminal background check is required.

Responsibilities

• Prepares documents on a timely and accurate basis to include narrative, technical, or statistical reports from typed, recorded, automated or handwritten text. Uses appropriate software for creating, storing, retrieving, formatting and integrating documents and other data in accordance with prescribed format and procedures; may require chart preparation and graphics; responsible for correct spelling and grammar; reviews materials prepared for supervisor's approval for accuracy and format.
• As instructed, maintains supervisor's calendar, makes appointments, and arranges for meeting rooms, responds to routine requests for information concerning office procedures, determines which requests should be referred to the supervisor, other appropriate staff member, or other offices.
• May prepare and sign routine, non-technical correspondence in own or supervisor's name. May scan and sort incoming mail and interoffice correspondence into priority categories; note items of interest based on current projects; may retrieve and attach background material before distributing.
• May be asked to enter employee work time and leave data into timesheet system; maintains recurring internal reports, office equipment listings, inventory of general use equipment, correspondence controls, and other types of data as requested. Establishes and maintains files as directed, follows up on pending matters to assure that schedules are met. Administers division petty cash fund.
• Utilizes spreadsheet, graphics and database software programs; also may maintain information systems and databases; may serve as technical resource for other staff members on software questions and issues. Operates standard automated office systems and equipment to include electronic mail, conference room scheduling and other internal automated systems, fax machine, copy machine and scanning equipment.
• Explains supervisor's requirements concerning office procedures to lower level staff; coordinates personnel and administrative forms for the office and forwards for processing. Anticipates and prepares materials needed by the supervisor for such activities as conferences, correspondence, appointments, meetings, telephone calls, and informs supervisor on matters to be considered.
• May coordinate office setup for new staff and other internal staff moves; processes requests for business cards, parking cards, corporate credit and phone calling cards as needed for new staff.
• Performs other duties as assigned.

Benefits

• Competitive salary and benefits, including diverse health insurance options, generous 10% contribution to retirement, 6 weeks 100% paid parental leave, 20 days paid time off, and relocation reimbursement.
• Mission-oriented work at a non-profit that supports and protects our Nation’s warfighters; as a non-profit, IDA employees are eligible for Public Service Loan Forgiveness (PSFL).
• Professional development including tuition reimbursement, internal and external trainings, and funding for researcher-pitched projects and publications.
• A strong employee and corporate culture of work-life balance, including commitment to average 40-hour work weeks through flex time, partial telework options, and expectation of communication only during core business hours.
• Located in Alexandria's high-tech corridor, IDA's brand new Potomac Yard facility is equipped with state-of-the-art technology, workspaces and gym.
• Easy access to local dining and shopping, the Potomac Yard Metro stop and the Potomac Yard DASH bus stop. Employer contributes $300/month (IRS max) to commuter benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees