Executive Assistant
BACKGROUND:
- To fulfill the mission and objectives daily administrative services are necessary to support.
- Administrative support is a key element for a high-level workplace to ensure efficient performance, and to help facilitate with daily operations of the Center.
PURPOSE:
The purpose of this procurement is to provide daily administrative, support services.
This task will require an on-site administrative support
- Update, coordinate, plan, schedule and cancel appointments, and meetings in Microsoft Outlook for the Division Director, Deputy Director, Associate Director and the Associate Director for Policy, Communication, and Strategy. Review and track the weekly activities, tasks, and calendar of senior staff.
- Schedule conference calls, video conferences, and conference rooms for senior staff.
- Plan, schedule and cancel meetings coordinated by senior staff, including reserve and verify meeting locations, conference rooms, meeting attendees, and conference bridge lines and/or video conferencing details. Update meeting details when dates, times, locations and materials are changed.
- Prepare all required materials and documentation for meetings, which includes printing and collating documents, assembling binders, and presentations, making copies, and formatting documents, spreadsheets, memoranda, and letters.
- Make domestic travel arrangements for staff using the travel system. Prepare travel folder that includes background (confirmation or reservation numbers, locations of meetings and flights, submission and routing of travel claims, and logistics for travel once arriving at the destination), emergency assistance during travel and preparation of boarding documentation the day before travel, and document trip progress reports, and submission of paperwork for travel comp time as appropriate. Gather and prepare travel reimbursement documentation within 5 days of receipt in travel system.
- Serve as an escort for visitors
- Coordinate phone coverage with the administrative support staff. The phone coverage shall include answering the main phone line to the division.
- Pick up, sort and distribute daily incoming U.S. and interoffice mail to senior staff.
- Compile and collect initial requests, information, and documentation for basic office supplies, equipment, software licenses and renewals, furniture, and materials.
- Compile and collect for training and conferences, registration forms and accompanying required documentation for processing on behalf of staff attending approved training sessions/classes, conferences and seminars.
- Compile meeting notes, draft and generate various reports, briefing materials, and prepare agendas and background materials.
- Track staff deployment schedules via spreadsheet.
- Track clearance documentation and submissions
- Track forecasting items via Portal and Excel spreadsheet.
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
