Position:
Administrative Assistant (Floater)
Company:
Job Location(s):
Washington, DC
Start Date:
May 2024
Employment Term:
Regular
Employment Type:
Full Time
Starting Salary Range:
Not Provided
Required Education:
High School or Equivalent
Required Experience:
4 to 20+ years
Required Security Clearance:
None
Related Categories:
Admin - Secretarial and Office Mgmt
Position Description
Harkcon, Inc. is seeking to add an experienced Administrative Assistant to our National Security and Intelligence team, supporting a key customer within the Department of Energy (DOE) / National Nuclear Security Administration (NNSA). The Administrative Assistant will provide high-level administrative and managerial support to upper management within DOE/NNSA. This position is full-time.
This position that will provide backup support to various departments within the DOE NNSA organization as a floater as well as providing administrative assistance to corporate management when not assigned to provide customer support.
RESPONSIBILITIES
This position that will provide backup support to various departments within the DOE NNSA organization as a floater as well as providing administrative assistance to corporate management when not assigned to provide customer support.
RESPONSIBILITIES
- The Administrative Assistant will have demonstrated experience independently supporting senior executive level management in carrying out duties and providing authoritative advice to executive level management, staff and/or leadership on projects in support of the mission.
- The successful candidate should also be comfortable managing multiple calendars and schedules at one time in a constantly changing, fast paced environment.
- Provide daily management support to senior-level federal staff to include.
- Coordinate and schedule meetings for senior-level federal staff, including monitoring and tracking program staff calendars.
- Create, organize, and distribute daily books for program principals that include scheduled appointments, logistics, and meeting documentation. Brief principals on unexpected or urgent meeting or message changes.
- Answer phone lines and deliver telephone messages to front office and senior-level staff in a timely fashion.
- Coordinate, schedule, and manage logistical arrangements for meetings and/or speaking events at Headquarters (HQ), NNSA, and public locations featuring senior NNSA leaders. This includes security transfer, VIP transportation, and ensuring that NNSA leaders are fully briefed and have received meeting/speaking binders regarding meeting or conference agendas.
- Ensure all necessary audio/visual systems are provided, set up, and working in meeting locations. This can be VTC, SVTC, and/or WEBEX systems.
- Prepare, edit, and distribute internal DOE/NNSA memos and reports.
- Coordinate, create, and implement international and national travel itineraries, country clearances, passports, visas, travel authorizations, Embassy Assistance and vouchers for multiple senior level staff.
- Provide problem resolution for “Concur and FTMS” travel software programs, traveler profiles, credit cards, travel authorizations, and vouchers.
- Implement and ensure all security policies are adhered to regarding creation of Security Memos, Plans, and badge/suite/location access for monitored and tracked DOE/NNSA security.
- Submit forms and procure gift scanning services from Security for gifts presented at the program.
- Arrange On-Boarding and Off-Boarding activities for new and departing staff. Arrange “Set Up” and “Tear Down” of computer equipment, telephones, and furniture for new employees for inventory and security control.
- Review, edit, and prepare HR packages (files) for the Front Office Principals final review of federal employees, M&O contracts, flexi-place work schedules, security investigations and awards.
- All other duties as assigned.
- Bachelor's degree preferred or equivalent experience plus 4 additional years.
- Must be comfortable and capable of interacting with top level (C-Suite executives)