Administrative Support Professional

Chenega Corporation

10h•$36

About The Position

The Administrative Support II Journeyman shall provide support to the U.S. Securities and Exchange Commission (SEC) Office of the Chairman (OC). Responsibilities Provide high-level professional administrative and secretarial functions and tasks to assist the SEC Office of the Chairman run more efficiently. Apply SEC branding and correspondence guidance, to format/edit letters, reports, and correspondence from draft to customer-ready stage. Develop and manage complex, multi-leg itineraries, including air, hotel, and ground transportation. Handle time sensitive changes, cancellations and disruptions with professionalism and urgency Track and apply traveler preferences (seating, timing, accessibility needs, etc.) Maintain organized travel records, confirmations, and documentation. Monitor timelines and documentation requirements for international travel Coordinate with internal offices and external groups on international travel. Follow Federal/GSA travel policies (e.g. travel authorizations, per diem, state/city tax exemptions, etc.) and procedures to coordinate travel/meeting arrangements. Coordinate with budget and finance offices to ensure travel is properly funded and organized and maintain awareness of approval workflows, audit considerations, and recordkeeping standards. Support meeting scheduling and coordination. Answer and route telephone calls appropriately Greet caller and record accurate messages Document questions or needed follow-up and communicate this to SEC personnel. Coordinate appropriate meeting rooms and accommodation for virtual attendance as needed. Track and update office filing systems Type letters, reports, newsletters, and other documents Support development and maintenance of document trackers, checklists, and reference materials to ensure continuity. Process, sort, and deliver incoming and outgoing mail. Print, copy, fax, scan, assemble, distribute and file documents and maintain files. Maintain and organize supplies; maintains and stocks office and equipment, as approved by SEC personnel. Other duties as assigned

Requirements

Bachelor’s degree from an accredited college, university, school, or educational institution recognized by the US Department of Education.
Experience may be considered in lieu of education.
Minimum four (4) years administrative support experience
Minimum one (1) year experience supporting executive level staff.
Ability to provide favorable credit history.
Experience with Microsoft Office Professional Suite to include Word, Outlook, Excel, Teams or similar, PowerPoint, and SharePoint.
Possess reliability, dependability, and accountability, with consistent and punctual attendance required to support mission-critical administrative functions.
Possess a professional demeanor
Ability to work well with senior executives, managers, and staff.
Possess excellent communication (written and verbal), interpersonal, and customer service skills
Possess attention to detail.
Experience drafting, reviewing, proofreading, and editing various correspondence using MS Word.
Ability to review incoming correspondence and assist with managing workflow, prioritizing projects, and meeting deadlines.
Experience utilizing Microsoft Office Outlook or similar schedule appointments, maintaining calendars, scheduling meetings, and meeting rooms for executive level staff.
Ability to determine the priority of scheduling needs and resolve scheduling conflicts as they occur.
Ability to utilize TEAMs platforms or similar collaborative platforms to set up virtual meetings.
Experience with scheduling and management of travel for executive level staff to include flights, lodging, and transportation.
Experience with mailroom correspondence to include processing, sorting, and delivering incoming and outgoing mail.
Ability to organize, prioritize, and analyze data (numerical and textual).
Possess excellent listening and comprehension skills.
Ability to multi-task utilizing various systems simultaneously.
Knowledgeable of dept. mailing/delivery processes.
Experience with coordinating domestic and international travel for senior-level officers or fast-paced offices.

Nice To Haves

Experience with government travel
Experience with understanding compliance-based travel coordination and transition into SEC’s processes with minimal ramp-up.

Responsibilities

Provide high-level professional administrative and secretarial functions and tasks to assist the SEC Office of the Chairman run more efficiently.
Apply SEC branding and correspondence guidance, to format/edit letters, reports, and correspondence from draft to customer-ready stage.
Develop and manage complex, multi-leg itineraries, including air, hotel, and ground transportation.
Handle time sensitive changes, cancellations and disruptions with professionalism and urgency
Track and apply traveler preferences (seating, timing, accessibility needs, etc.)
Maintain organized travel records, confirmations, and documentation.
Monitor timelines and documentation requirements for international travel
Coordinate with internal offices and external groups on international travel.
Follow Federal/GSA travel policies (e.g. travel authorizations, per diem, state/city tax exemptions, etc.) and procedures to coordinate travel/meeting arrangements.
Coordinate with budget and finance offices to ensure travel is properly funded and organized and maintain awareness of approval workflows, audit considerations, and recordkeeping standards.
Support meeting scheduling and coordination.
Answer and route telephone calls appropriately
Greet caller and record accurate messages
Document questions or needed follow-up and communicate this to SEC personnel.
Coordinate appropriate meeting rooms and accommodation for virtual attendance as needed.
Track and update office filing systems
Type letters, reports, newsletters, and other documents
Support development and maintenance of document trackers, checklists, and reference materials to ensure continuity.
Process, sort, and deliver incoming and outgoing mail.
Print, copy, fax, scan, assemble, distribute and file documents and maintain files.
Maintain and organize supplies; maintains and stocks office and equipment, as approved by SEC personnel.
Other duties as assigned