Senior Administrative Assistant

Dutch Ridge Consulting Group•Washington, DC

9d•Onsite

About The Position

The Senior Administrative Assistant (Front Office) performs clerical and administrative duties that support the efficient operation of the organization. The role prepares and maintains presentations and documents, reviews correspondence, manages management calendars, and coordinates meetings, events, visits, travel, and lodging. It also maintains office databases, records, and files; processes administrative and personnel-related documents; responds to queries and taskers; and provides front-office phone and visitor support. The position is onsite daily in Washington, D.C., with no remote option. The assistant operates shared office equipment, follows applicable standard and internal operating procedures provided as Government Furnished Information, and may participate in teams developing improvements to administrative processes and procedures. An active/current Top Secret clearance is required. Qualifications include a high school diploma and six years of general front-office executive administration experience, with a bachelor's degree or relevant training potentially substituting for experience, and at least two years supporting senior executives.

Requirements

Active/current Top Secret clearance.
High school diploma and six years of general front-office (executive administration) experience; a bachelor's degree from an accredited university or college or relevant training may be substituted for experience.
At least two years of experience supporting Senior Executives.
Knowledge and experience using Microsoft Office Suite, specifically PowerPoint, Excel, and Word.
Ability to communicate orally and in writing.
Experience operating standard office equipment, including telephones, copy machines, scanners, computers, printers, and shredders.

Responsibilities

Create, customize, prepare, and maintain presentations, briefing charts, and documents using computer software, websites, graphical elements, scanned photos, and other presentation materials.
Review and modify correspondence for internal consistency and conformance.
Maintain and update management calendars, make appointments, and arrange meetings based on managers' schedules and current issues.
Coordinate and support organizational meetings and special events, including amenities, accommodations, visit requests, and collection of funds.
Arrange meeting accommodations, record lunch requests for meetings with outside guests, notify attendees, coordinate video teleconference requirements, and handle other meeting and project requirements such as parking, signs, registration desks, name plates, and table tents.
Obtain and deliver read-ahead materials for management meetings and distribute them to attendees.
Prepare travel requests and arrange travel, lodging, and visit schedules.
Maintain conference room reservation schedules for meetings, visits, and appointments.
Enter data and maintain office databases, including organizational charts, personnel accountability, travel, training, and budget information.
Enter and maintain professional data.
Serve as records manager and maintain office files.
Collect, review, and archive forms such as leave requests, employee work schedules, and telework applications; enter data into the timekeeping system for branch chief review.
Coordinate, define the structure of, and organize electronic materials, presentations, and documents using databases, servers, and SharePoint sites.
Prepare, review, and process training requests, travel vouchers, conference requests, personnel documents, and technical report staffing for compliance with policy and procedures before authoritative signature.
Gather and organize completed personnel documents and deliver document packages for personnel actions involving civilians, contractors, students, guest researchers, and others.
Respond to administrative queries and taskers by established deadlines, keep accurate records of final dispositions, and inform the respective action officer of results.
Receive and screen visitors and phone calls; answer the office manager telephone line professionally, take messages, and refer callers and visitors to appropriate staff.
Operate shared office equipment, including copy machines, scanners, facsimile machines, computers, printers, and shredders, and submit repair requests as needed.
Follow standard operating procedures and Internal Operating Procedures provided as Government Furnished Information, including procedures related to personnel accountability, security, and safety.
Prepare and review correspondence, including minutes, information papers, reports, queries, and taskers, for grammar, tone, accuracy, clarity, and formatting; make corrections and retype as necessary.
Participate in Integrated Product Teams or groups developing changes or improvements to administrative processes and procedures.