RWD Consulting, LLC
Executive Administrative Assistant
RWD Consulting, LLC, Dunn Loring, Virginia, United States, 22027
Executive Administrative Assistant
FLSA Designation : ExemptAnnual Salary:
$125,000.00
General Description:
The Executive Administrative Assistant directly supports the ATA program in an administrative capacity. He/she primarily provides administrative support to the ATA Director by maintaining his/her schedule, coordinating with other entities outside of ATA, writing and tracking documents, maintaining front office suspense documents and files, and arranging other executive level activities. Duties encompassing, but not limited to the following, may also fall into aspects of the office management field: updating and maintaining appointment calendars, setting up appointments and meetings, opening incoming mail and routing it to appropriate individuals, organizing and maintaining filing systems, making travel arrangements, escorting and receiving visitors to the office, final proofreading and editing of the material of others, developing and implementing office procedures, composing letters for signature of supervisor, assembling information for reports, setting up and maintaining data bases, etc.
Professional Qualifications/Skills:
•MUST be US citizen and possess or be able to obtain a SECRET clearance;Bachelor's degree or equivalent experience (five years of equivalent experience performing executive administrative support may be substituted for education);Must be tactful, highly organized, and have excellent oral and written communication skills;Ability to handle multiple tasks simultaneously;Experience in decentralized training programs is desirable;Proficiency in the use of MS Office 2000 or MS Office Suites software (Word, PowerPoint, Excel) and basic desktop publishing;Knowledge of office policies, practices and procedures;Experience working with databases;Ability to work independently.Major Duties:
Maintain ATA Director's schedule and office events;Prepare cables, memoranda, letters, briefing papers, etc.; draft routine correspondence; proofread documents received from other offices for Director's signature; organize and prioritize documents directed to office;Track deadlines for assigned, official taskers; monitor ATA administrative requirements and coordinate administrative matters with other Department of State offices;Make official travel arrangements and assist in the preparation of travel vouchers for the Director and Deputy Director;Monitor the preparation and submission of annual evaluations for Civil Service and Foreign Service personnel;Receive visitors; screen and facilitate telephone inquiries;Coordinate with Office Manager to order office supplies and equipment, and organize repairs of facilities or office equipment;Support proper security protocol, act as visitor escort, and oversee proper storage and handling of classified documents and the destruction of classified material as directed;Prepare Time and Attendance records for Government hires using WebTATEL software, and ensure the collection of contractor time and attendance records for signature by COR;Manage and maintain the office filing system, and executive correspondence and policy papers in particular;Open and distribute mail; manage files; make copies;Perform word processing, database, and spreadsheet activities and operate office equipment (PCs, faxes, phones, copying machines, etc.);Oversee in- and out-processing procedures for new hire and terminated employees to include overseeing assigned workspace, cell phone issuance, documentation for computer access and IDs and access programming for all ATA personnel;Maintain ATA databases, documents, correspondence and archives;Coordinate building and facilities maintenance with DS/EX, GSA Property Management, Redwood Property Management, vendors and outside contractors;Supervise the ordering of office supplies and equipment;Coordinate building and office equipment support requirements;Maintain Workgroup Templates and Outlook Public Folders;Coordinate information for the WAR to be obtained from divisions and staffs;Other administrative duties as directed/required by the ATA Office Director;Serves as secondary back-up in the absence of the Office Manager.
FLSA Designation : ExemptAnnual Salary:
$125,000.00
General Description:
The Executive Administrative Assistant directly supports the ATA program in an administrative capacity. He/she primarily provides administrative support to the ATA Director by maintaining his/her schedule, coordinating with other entities outside of ATA, writing and tracking documents, maintaining front office suspense documents and files, and arranging other executive level activities. Duties encompassing, but not limited to the following, may also fall into aspects of the office management field: updating and maintaining appointment calendars, setting up appointments and meetings, opening incoming mail and routing it to appropriate individuals, organizing and maintaining filing systems, making travel arrangements, escorting and receiving visitors to the office, final proofreading and editing of the material of others, developing and implementing office procedures, composing letters for signature of supervisor, assembling information for reports, setting up and maintaining data bases, etc.
Professional Qualifications/Skills:
•MUST be US citizen and possess or be able to obtain a SECRET clearance;Bachelor's degree or equivalent experience (five years of equivalent experience performing executive administrative support may be substituted for education);Must be tactful, highly organized, and have excellent oral and written communication skills;Ability to handle multiple tasks simultaneously;Experience in decentralized training programs is desirable;Proficiency in the use of MS Office 2000 or MS Office Suites software (Word, PowerPoint, Excel) and basic desktop publishing;Knowledge of office policies, practices and procedures;Experience working with databases;Ability to work independently.Major Duties:
Maintain ATA Director's schedule and office events;Prepare cables, memoranda, letters, briefing papers, etc.; draft routine correspondence; proofread documents received from other offices for Director's signature; organize and prioritize documents directed to office;Track deadlines for assigned, official taskers; monitor ATA administrative requirements and coordinate administrative matters with other Department of State offices;Make official travel arrangements and assist in the preparation of travel vouchers for the Director and Deputy Director;Monitor the preparation and submission of annual evaluations for Civil Service and Foreign Service personnel;Receive visitors; screen and facilitate telephone inquiries;Coordinate with Office Manager to order office supplies and equipment, and organize repairs of facilities or office equipment;Support proper security protocol, act as visitor escort, and oversee proper storage and handling of classified documents and the destruction of classified material as directed;Prepare Time and Attendance records for Government hires using WebTATEL software, and ensure the collection of contractor time and attendance records for signature by COR;Manage and maintain the office filing system, and executive correspondence and policy papers in particular;Open and distribute mail; manage files; make copies;Perform word processing, database, and spreadsheet activities and operate office equipment (PCs, faxes, phones, copying machines, etc.);Oversee in- and out-processing procedures for new hire and terminated employees to include overseeing assigned workspace, cell phone issuance, documentation for computer access and IDs and access programming for all ATA personnel;Maintain ATA databases, documents, correspondence and archives;Coordinate building and facilities maintenance with DS/EX, GSA Property Management, Redwood Property Management, vendors and outside contractors;Supervise the ordering of office supplies and equipment;Coordinate building and office equipment support requirements;Maintain Workgroup Templates and Outlook Public Folders;Coordinate information for the WAR to be obtained from divisions and staffs;Other administrative duties as directed/required by the ATA Office Director;Serves as secondary back-up in the absence of the Office Manager.