Executive Assistant/Program Support

KeyLogic has an immediate need for an Executive Assistant/Program Support. This position shall support the U.S. Department of Energy’s (DOE) Hydrocarbons and Geothermal Energy Office (HGEO). The position requires strong organizational and communication skills and attention to detail. The candidate must be highly organized, motivated and a self-starter; possess excellent proofreading and editing skills; be capable of providing quick-turnaround support in a dynamic environment; and be able to take charge in urgent situations.

Work Site Requirements: 5 days per week onsite at DOE in Washington, DC.

Salary range: $85K to $95K

Position Responsibilities:

·        Perform and manage a broad range of administrative and coordination functions, including mail pickup, distribution, and outgoing correspondence.

·        Maintain and organize senior staff calendars; and facilitate both virtual and in-person meetings, including arranging building access and required clearances.

·        Create travel authorizations, coordinate flight and lodging arrangements, ensure proper budget alignment, and include all anticipated expenses. Upon completion of travel, process vouchers by uploading receipts, reconciling expenses to supporting documentation, providing necessary justifications, and submitting for approval.

·        Document estimated travel costs in advance and reconciling actual expenses post-travel to enable accurate budget analysis by the finance team.

·        Manage end-to-end domestic and foreign travel coordination, including the preparation of travel authorizations and vouchers. Develop and maintain detailed travel tracking spreadsheets for the office personnel to support the approval process.

·        Facilitate foreign national visitor processing by establishing initial contact, collecting required information, entering data into visitors database for approval, and completing clearance documentation.  Serve as the initial point of contact for incoming visitors. 

·        For foreign travel and conferences, enter required data into the travel management system, including conference details, host organization information, and full travel itineraries.

·        Manage timekeeping processes and training across multiple teams, including providing instruction federal staff on accurate time entry, as well as assistance with new timekeeping processes by guiding staff through updated procedures and requirements.

·        Manage correspondence and executive meeting support, prepare briefing memos and recommendations to support leadership decision-making and ensure all materials are routed through the leadership team for appropriate review and approval.

·        Compile work products, such as briefing books, presentation binders, meeting notes, and other deliverables.

·        Perform other related duties as assigned.

Position Qualifications:

·        Bachelor's Degree.

·        U.S. Citizenship.

·        A minimum of 5 years of experience that is relevant and directly related.

·        Knowledge of DOE enterprise systems and processes (e.g., Concur, FACTS, FTMS, eDocs, ATAAPS).

·        Other relevant professional development courses and training related to the Government, management, and subject matter is desirable.

·        Proficient knowledge of Microsoft Office.

·        Ability to work independently, as well as in structured team environment alongside federal and other technical services support contractors.

·        Ability to pass background checks and obtain security clearances (as required by clients).