Jr. Executive Administrative Assistant

The Building People has an opening for an Jr. Executive Administrative Assistant on a task with the Department of Energy (DOE). The Executive Administrative Assistant will perform a variety of administrative functions to support the operations of a program office. Performs specialized administrative support tasks of a non-routine and non-repetitive nature. Monitors projects and/or finances for members of assigned functional unit. Performs professional level tasks both formal and informal requiring independent judgment, initiative, and tact; determines the method of collection and analysis for assigned projects; and prepares complex briefings. Coordinates administrative work within the secretarial and clerical support group. Must be proficient in Microsoft Office Suites 2010 or better. Manages multiple calendars and meeting rooms on Outlook. Expertise in preparing various reports, making recommendations for actions, project management, event planning, office relocation planning and other duties as assigned.

• Maintains digital and paper files
• Manages conference room scheduling and set-up, including webinars and videoconferences
• Prepares draft PowerPoint presentations and reports when needed
• Prepares agendas for internal/external meetings and prepares briefing materials
• Must be experienced working with senior executives.
• Functional areas for this position include but not limited to:
• Monitors and responds to emails
• Support in the development of process documents such as travel, on-boarding and general Standard Operating Procedures
• Support development of Travel Authorizations and managing the expenditure of travel funds
• Performs a variety of administrative function to support the operation of a DOE program office.
• Tracks incoming issues addressed to Director & Deputy Director and ensures that responses are sent in a timely manner
• Manages logistics of monthly All-Hands meeting (e.g., ensure room reservation, room setup, webinar setup, manage remote attendees and call-in).
• Manages multiple calendars and schedules meetings
• Serves as office receptionist and customer service representative
• Arranges/coordinates domestic/international travel
• Provides conference administrative/travel support to Operations Team and Program Managers, as needed
• Most have extensive experience with Department of Energy Travel and Conference Management policies and systems.
• Composes and prepares correspondence for senior management
• Most possess independent judgment, initiative, and tack. Must be proficient in Microsoft Office Package.

Required Experience & Skills

• Strong writing and editing skills
• 6 (six) years’ experience
• Microsoft Office Suite

Required Education

• Minimum Education: B.S. or B.A. in Business Management or other appropriate discipline