Position Details
Executive Assistant Apply
Title: Executive Assistant
Locations: Washington, DC
Type: Hybrid (2 days/Week)
Responsibilities
Administrative Assistant
- Provide clerical and secretarial support to the Senior Executive Staff within the Office of Investigations, within the United States Department of Agriculture, Office of Inspector General.
- Prepare and develop correspondence, reports, memorandums, presentations, and other forms of communication for distribution across various organizations on site and to offices off site (both Federal and non-Federal) as directed.
- Review correspondence for signatures from members of assigned staff, the supervisor, or other senior managers for proper format; Review conformance with procedural instructions, grammar, typographical errors, accuracy, and necessary attachments.
- Properly monitor and track correspondence as required in approved databases to ensure that all assigned suspense requirements are met.
- Distribute correspondence to all individuals in accordance with approved guidelines and processes.
- Plan, coordinate, and organize events (on site and off site) for assigned Federal staff. Audience may include Senior Executive Staff of the Department Agriculture, Office of Inspector General, Office of Investigations and/or other Government agencies, various contract staff both on and off site, and the general public. Sub-tasks may include, but are not limited to:
- Secure facilities no later than 15 days prior to event
- Submit all presentations in either paper format, electronic format, or both as required by supported staff within the prescribed time frame.
- Secure necessary equipment (projector, computer, etc.) to conduct briefing. Operate equipment (projector, computer, etc.) as required.
- Take attendance at meetings as necessary.
- Distribute meeting documents as necessary to participants.
- Take meeting notes and distribute those notes following the meeting s necessary.
- Monitor a broad range of communication in order to make scheduling determinations and recommendations to assigned Federal staff.
- Establish meetings and agendas as necessary to support Federal staff.
- Maintain daily schedule of assigned Federal staff.
- Have a thorough understanding of the mission, objectives, and organizational structure (on and off-site; Federal and contractor) of the office to which assigned, in order to better interface and facilitate communications with others.
- Communicate and interface with Government and contractor executives (to include their assigned staff) to facilitate activities as assigned.
- Participate in document meetings, conferences, etc.
- Maintain assigned files and record systems in accordance to the approved guidelines.
- Schedule and maintain a calendar of assigned meeting space within the organization.
- Perform all actions required to schedule, coordinate, and setup/connect for Teleconferences (i.e. local resources, local and distant end participants, etc.) as required.
- Order and maintain approved inventory of standard office supplies for assigned staff utilizing approved process and procedures.
- Assist Federal staff with the completion of time and attendance submissions and maintain records as required.
- Assist the assigned staff with official travel requirements.
- Receive telephone calls and visitors. Direct call or visitor to requested Federal staff; redirect caller or visitor to appropriate staff as may be required.
- Complete routine duplication of documents utilizing provided duplication equipment not to exceed 15,000 printed pages.
- Coordinate as required to produce products in excess of 15,000 printed pages or when finished copies requires binding.
- Prepare, obtain, and coordinate Federal staff to install, relocate, or remove voice / fax telephone lines using approved forms and processes.
- Assist Federal staff and their direct support service contractors in obtaining access to approved computer networks and equipment
- Complete and/or assist Federal staff and their direct support service contractors to obtain any and all necessary required training
- Coordinate with federal and contractor employees for the sending and receiving of mail items as required.
- Search and retrieve documents from databases and files as requested and provide limited research to assigned staff as necessary. Prepare and coordinate documents for review by the Federal staff and distribute as necessary.
Experience Required
- The contractor will provide personnel to conduct the necessary Administrative Assistant duties, having sufficient experience and skills, as follows:
- Must have a minimum of one year of administrative support experience.
- A qualified typist (40 words or more per minute) is required.
- Must be proficient in the use of office equipment, including computers, scanners, fax, and copiers.
- Must be proficient in the use of Microsoft Office (Word/Excel/PowerPoint), Internet Explorer, Lotus Notes, and Adobe Reader.
- Must be an effective communicator (oral and written).
- Have an ability to work professionally with individuals, diverse groups, and the public.
- Have well-developed time management and schedule coordination skills
- Employee is required to possess an Active Secret clearance.
