The Administrative Assistant position will work with a team to support a government customer's office.
Executive & General Front Office (FO) Support: Primary support for the Deputy Director and backup support to the Director. Duties include maintaining calendars and schedules of appointments, answering routine telephone calls, directing calls, taking messages, greeting and escorting visitors, and performing administrative back-up support for other offices. Manages mail distribution (retrieving, sorting, and distributing incoming mail, newspapers, faxes, and packages) and coordinates outgoing mail/packages with the mailroom. Prepares travel/training arrangements and processes travel/training accounting/vouchers for the program office. Drafts, proofreads, edits, and coordinates correspondence, while keeping the FO area tidy.
Facilities & Space Management (Alternate Space POC): Maintains the Directorate's space chart, sends to the Senior Leadership Team (SLT) for monthly edits/comments, and prints monthly. Maintains Directorate's space accuracy in ARCHIBUS. Works with the SLT to identify facility, furniture, hardware, and software needs; ensures requests meet requirements, then submits, tracks, and monitors status. Co-leads ongoing space re-configurations, coordinates office renovations, and attends Space Management Working Group meetings to provide updates to the Directorate's Front Office.
Records, Databases, & Org Charts: Serves as the Alternate Program Records Officer to maintain tracking records, filing systems, and archive files. Performs research and retrieves information from databases and resources, serving as the focal point for updates. Acts as the Alternate Lead for updating and distributing the Directorate's Org Chart monthly for the Director's review, working with other groups to track incoming/outgoing members. Generates and maintains the Directorate's Phone Tree and "Badge buddies."
Security & IT Coordination: Sends documents to Security for Classification Review. Prepares access rosters and requests security clearance transfers. Supports preparation for bi-annual Inspector General Inspections and follow-ups, ensuring projects obtain necessary site approvals. Works with the Front Office Security Admin on adding, modifying, and deleting email group aliases, and submits HelpDesk tickets for Front Office leadership. Updates and maintains the Front Office desk binder, including lock combinations and name plates on doors as personnel arrive and depart.
Event & Program Support: Supports the planning, scheduling, organizing, and execution of meetings, conferences, off-sites, and reserving related conference rooms. Participates in meetings and events, serving as a recorder or presenter of position-related information as needed. Provides event coordination for specialized events (Lunch & Learns, team events, Town Halls, All Hands, etc.). Prints new TIERs (including attachments) and sends soft copies to Chief of Staff.
Pantry & Office Maintenance: Orders office supplies and equipment, and arranges for office equipment repairs. Manages pantry operations by monitoring snack levels, keeping the area organized, and regularly cleaning out the fridge (including warning staff on a recurring basis before tossing old items).