Administrative Assistant Jobs

Role: Administrative Assistant

Location: Chantilly, VA/ Washington, DC/ Maryland

Duties:

Responsible for administrative tasks that include arrangements, time keeping, records control, printing, and shipping documents, and developing complex spreadsheets for tracking project information. Compiles, types, revises, combines, edits, prints, and stores correspondence, memos, reports, and other documents. Provides scheduling and coordination for meetings, conferences, and training sessions.

Manages scheduling for no more than one IOS Senior Leader on a regular basis, although they may handle scheduling for more than one on a temporary basis or back up others who work with more than one Senior Leader. Work with Senior Leadership/Executive Assistant (EA)/Special Assistant (SA) to execute scheduling with maximum efficiency and constant attention to detail due to the demanding schedule and requirement to make frequent changes.

Works with program staff in the development and preparation of meeting materials and informational materials, including briefings materials, summary reports, and speeches.

Assist program staff with preparing reports and other documents pertinent to IOS initiatives for use by senior IOS staff. Prepare electric/hard copies of meeting document(s).

Work with program staff to develop standard IOS operating procedures to improve the overall management processes and needs of the office. Order and maintain incoming supply orders.

Performs a wide variety of continuing and special assignments of a confidential or sensitive nature for program staff. Provide primary back up coverage for the Secretary’s front reception visitors desk during lunch breaks/in the absence of primary person. Incumbent will meet and greet incoming visitors/receive and direct incoming phone calls to the appropriate program staff. Other duties as assigned.

Provides travel administrative services to program staffing. Maintains receipts, purchase orders, travel records and other office documents.

Response to any incoming and outgoing mail and correspondence, phone calls, and other public inquiries, coordinating executive schedules and ensuring any confidential meeting background material is handled appropriately. Attending the annual training requirements.

Responsible for digitizing records and cataloguing on a regular basis.

When a request is received from the EA Team Lead, EAs are responsible to look through the records they have access to and respond based on the timeframe provided.

Qualifications: 3 years related experience with High School Diploma.

Thanks,

Ashok

[email protected]