Sr. Administrative Specialist - ReqCode 25655BR

Job Description:

* Provide oversight for the daily activities of the Senior Government Executive's Office including performance direction of, if assigned, one or more administrative assistants.

* Manage the Senior Government Executive's and other office personnel's calendar, phone, e-mail, travel and contacts (both internal and external) using Microsoft Outlook, the internal conference room scheduler and the Visitor Access the system. Supporting Senior Government Executive's is this position's primary responsibility.

* Collect and prepare materials for use in meetings/discussions. Meetings and/or discussions may be with the both higher and lower echelons within the Division.

* Compose correspondence, monitor external internal communications, address communications in an expeditious manner and bring critical issues to the Senior Government Executives.

* Take meeting notes, summarize and distribute to appropriate office staff.

* Manage incoming and outgoing communications, including telephone, c-mail and fax.

* Initiate and follow up on high-level contacts inside and outside of the Branch.

* Schedule and coordinate video teleconferences and conference calls.

* Coordinate all logistical details for meetings and events. For meetings, this includes scheduling rooms, sending out meeting announcements, tracking attendance, arranging food, take minutes as appropriate and distributing follow-up materials.

* Maintain a Branch organization chart that includes both government and contractor personnel and both local and dispersed organization elements.
* Create/format documents, spreadsheets, databases and presentations.

* Create, maintain and update charts, lists and calendars as well as reporting travel schedules and attendance to the front office.
* Maintain and track travel and due diligence budgets.

* Maintain official files and work with staff to create and maintain official files for the division.

* Assist staff with proofreading, formatting and data input on Excel Spreadsheets, PowerPoint and Word documents (using track changes when needed).

* Assist in preparing local, domestic and international travel arrangements, including authorizations, vouchers, and reimbursements through the Senior Government Executive and team as well as a in follow up on preparation of travel reimbursements to ensure timely filing and train new members on travel procedures. Experience utilizing TRIAD for travel is desired.

* Review directives and instructional material pertaining to administrative practices and clerical policies and procedures to stay abreast of new, revised or amended policies and regulations.

* Performs detailed administrative function for a government organization. Prepares, processes, monitors and updates required reports and documents including schedules and forms. Prepares, develops and updates charts and graphics for presentation.

* Coordinate office activities and schedules; develop and recommend office procedures and systems; ensure smooth office operations.

* Receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attention of the staff.

* Receive and screen communications including telephone calls and e-mail messages, and provide assistance using independent judgment to determine which require priority attentions; prioritize, channel, and facilitate communication from program managers.

* Write/draft routine correspondence for staff signatures.

* Archive correspondence.

* Attend management, committee, and other meetings and take minutes, as directed.

* Serve as on-site liaison and point of contact for ... To view the rest of this job posting or to apply for this position please click the APPLY NOW button