Administrative III - DOE Office of the Under Secretary for Science

Aleut Career•Washington, DC

1d•Onsite

About The Position

Contractor shall provide administrative services support associated with the U.S. Department of Energy, Office of the Under Secretary for Science. Contractor will provide direct support to the Under Secretary and the Deputy Under Secretary, as well as general administrative support for the office. Contractor shall provide a broad range of administrative support services in functional areas that include administrative services, as needed. Work scope includes, but is not limited to, the following administrative support activities: Serving as the primary point of contact for input from DOE staff and outside groups for the Under Secretary, Assisting with the preparation of background materials for meetings and conferences and coordinating meetings and conferences, Proofread and coordinate communications requiring the signature/approval of the Under Secretary for transmittal within DOE as well as externally, Implementation of administrative policies, Answering telephones - taking telephone messages, Prioritizing Scheduling and Supporting meetings/video conferencing, Maintaining the Under Secretary and Deputy Under Secretary’s calendars – strategic scheduling appointments, Providing Travel Support for S4 staff that includes: utilizing the AdTrav and Concur automated travel management systems, making travel arrangements (e.g., airline, lodging, and transportation reservations), preparing travel authorizations and vouchers, Establishes and monitors procedures for correspondence, official files and records disposition, scheduling, office protocols, briefings and presentations. Draft and route correspondence and packages for comment as requested. Requires knowledge and use of Microsoft Office Suite and other DOE legacy administrative systems as required. Demonstrated skill to work in a fast-paced environment with senior government officials and effectively interface with administrative staff from the Secretary and Deputy Secretary offices. Requires comfort with multitasking and shifting priorities. Job duties and responsibilities may be modified, expanded, or reassigned at any time, and this description does not represent a complete or exhaustive list of all tasks that may be required.

Requirements

High school diploma or GED is required
Polished verbal and written communication skills
Ability to use computer systems, Microsoft Office software (Word, PowerPoint, Excel, Outlook)
Ability to prioritize, multitask, and meet deadlines
Knowledge of record management best practices and procedures
Strong written and verbal communication skills with the capability of facilitating, briefing, speaking, and writing compelling papers/products
Exceptional organizational skills, ability to manage multiple concurrent tasks
Ability to work cooperatively, collaboratively, and respectfully with people inside and outside the organization to achieve mission goals
Prior experience working at the executive assistant level for an executive in a senior leadership position
Extensive skills in exercising judgment in the absence of direct supervision
Ability to anticipate or recognize problems and refer them immediately to the right person for resolution, and find common threads among unrelated events to identify potential issues and resolve them
Exceptional organizational skills, including keeping track of multiple calendars, tracking meetings and activities, and scheduling conferences and business travel
Skilled in proactive, "strategic" scheduling for senior executives and staff
Ability to quickly and efficiently prioritize scheduling demands, often without specific direction from management
Serve as the "gatekeeper" for the schedules of the political and senior executive leadership in the office, determine needs, and handle conflicts in schedules with professionalism
Highly adaptable in vibrant and quickly moving office environments, and capable of balancing multiple, quick-turnaround, high-priority tasks
Strong communication skills and teamwork skills, including the ability to process and summarize complex information clearly and succinctly
Skilled in IT and office automation (e.g., Microsoft Office and Outlook, including strong PowerPoint and Word skills)
Departmental processes and procedures for travel, foreign visitor access, and other administrative tasks

Nice To Haves

An Associate's or Bachelor’s degree is preferred

Responsibilities

Serving as the primary point of contact for input from DOE staff and outside groups for the Under Secretary
Assisting with the preparation of background materials for meetings and conferences and coordinating meetings and conferences
Proofread and coordinate communications requiring the signature/approval of the Under Secretary for transmittal within DOE as well as externally
Implementation of administrative policies
Answering telephones - taking telephone messages
Prioritizing Scheduling and Supporting meetings/video conferencing
Maintaining the Under Secretary and Deputy Under Secretary’s calendars – strategic scheduling appointments
Providing Travel Support for S4 staff that includes: utilizing the AdTrav and Concur automated travel management systems, making travel arrangements (e.g., airline, lodging, and transportation reservations), preparing travel authorizations and vouchers
Establishes and monitors procedures for correspondence, official files and records disposition, scheduling, office protocols, briefings and presentations
Draft and route correspondence and packages for comment as requested
Requires knowledge and use of Microsoft Office Suite and other DOE legacy administrative systems as required
Demonstrated skill to work in a fast-paced environment with senior government officials and effectively interface with administrative staff from the Secretary and Deputy Secretary offices
Requires comfort with multitasking and shifting priorities