Senior Administrative Assistant

AvantGarde, LLC•Washington, DC, DC

2d•Onsite

About The Position

AvantGarde, LLC (AG) is seeking a Senior Human Resources Administrative Assistant to provide administrative and operational support to the Architect of the Capitol’s EEOD office. The position coordinates case intake activities, maintains case tracking systems, manages office communications, and supports day-to-day administrative functions. The incumbent documents, assigns, tracks, and routes incoming cases, requests, and inquiries according to established procedures, while serving as an initial point of contact for internal and external stakeholders and safeguarding sensitive and confidential information. In a fast-paced environment, the incumbent maintains administrative and case-related records, monitors workflow and deadlines, prepares routine reports and correspondence, and supports office coordination to promote timely, accurate, and efficient operations. The work is fully onsite at the Ford Office Building.

Responsibilities

Receive, review, and log new cases, requests, and inquiries in the designated case tracking or case management system.
Confirm required intake information has been received and follow up regarding missing or incomplete administrative information.
Assign incoming cases to appropriate specialists according to office procedures, workload assignments, and rotation schedules.
Monitor case assignments and maintain accurate, timely, and complete case tracking information.
Update case records for status changes, reassignments, administrative actions, correspondence, deadlines, and other relevant information.
Maintain electronic and paper case files according to established filing structures, records management requirements, and office procedures.
Review case files and tracking records to identify missing, incomplete, inconsistent, or outdated information.
Safeguard confidential, sensitive, and personally identifiable information encountered through case intake and administrative support activities.
Answer and manage the office’s primary telephone line, respond to routine inquiries, take accurate messages, and direct callers to appropriate staff.
Receive visitors and provide general information about office procedures, services, and points of contact.
Monitor shared mailboxes and other office communication channels and route correspondence and requests for action.
Prepare, edit, format, and proofread routine correspondence, reports, spreadsheets, presentations, forms, and other administrative documents.
Maintain office calendars, schedules, appointments, and meeting logistics as assigned.
Coordinate meetings by scheduling participants, reserving space, preparing and distributing agendas and materials, and tracking follow-up actions.
Organize and maintain shared drives, administrative files, templates, contact lists, standard correspondence, and reference materials.
Support document scanning, copying, filing, distribution, and other general administrative requirements.
Track case activity, administrative milestones, response requirements, and deadlines to support timely processing.
Maintain tracking tools, assignment logs, workload reports, and spreadsheets used to monitor case status and administrative activity.
Coordinate routing of correspondence and other documents for review, approval, signature, or distribution.
Follow up with staff regarding pending administrative actions, approaching deadlines, and incomplete documentation.
Compile case activity, workload statistics, and other information for routine management reports.
Perform data entry and quality-control reviews to ensure administrative records and reports are accurate, complete, and consistent.
Identify discrepancies or workflow issues and elevate them to the appropriate staff member or supervisor.
Assist with refining administrative tools, templates, tracking mechanisms, and procedures to improve office efficiency and consistency.
Provide courteous, professional, and responsive assistance as an initial point of contact for customers.
Coordinate communications between customers and assigned specialists regarding case status, documentation requirements, appointments, and other administrative matters.
Respond to routine inquiries within established guidelines without providing technical advice or making determinations outside the position’s authority.
Recognize sensitive, complex, or urgent matters and promptly escalate them to appropriate management or technical staff.
Maintain a professional, service-oriented approach when interacting with employees, managers, agency officials, visitors, and other stakeholders.