Executive Administrative Support Analyst

BES Solutions (BESS) is a family-owned and operated company established in 2018. BESS is a certified Service-Disabled Veteran-Owned Small Business (SDVOSB) .

Summary: We are looking for a responsible temporary contract (1099) executive administrative assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs, and managing our company’s general administrative activities. Administrative Assistant responsibilities include making travel and meeting arrangements, preparing reports, and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. If you have previous experience as a Secretary or Executive administrative assistant and familiarity within our industry, we’d like to meet you. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.

Responsibilities:

• Provide day-to-day organizational and program operations
• Perform daily mail distribution, including the collection, coordination, and delivery of mail from the mailroom to other Administrative Officers in the organization.
• Conduct telephone services to include answering the office phones and delivering messages. The administrator must record all messages via email to include who, what, when, and where type information. Urgent requests and re require face-to-face communication.
• Maintain office records and files, electronically and/or as hard copies, and prepare automated office management related reports and other documents when directed.
• Provide recommendations, resolutions, and updates to office records, databases, and/or files for assigned programs.
• Develop, prepare, and coordinate client program-related correspondence such as letters, emails, and memorandums, upon COR approval.
• Arrange meetings, conferences, and travel and attend meetings/conferences, when directed. This includes preparing support materials, reserving meeting locations, taking accurate meeting minutes, following up with summary notes/minutes or reports from meetings, and prepare and distribute.
• Validate employee information is accurate and up-to-date using client databases and/or files.
• Create and maintain integrated program schedules for program activities.
• Prepare and process travel authorization and travel vouchers in accordance with the client travel policy using E2 or most current travel management systems.
• Maintain and manage calendars and coordinate/schedule of all meetings and facility visits (i.e., understand the hierarchy of leadership and urgency to resolve scheduling conflicts).
• Assist in the preparation of presentation materials; proficient in MS Office (Word, Excel, PowerPoint).
• The position requires excellent written/oral communication skills; working knowledge of word processing and MS Office products.
• Strong organizational skills and the ability to perform detail-oriented work are required.
• Design and prepare briefings and special presentations, and prepare customized or special graphics, reports, charts, and media.
• Prepare support materials and briefing books (i.e., development of the weekly Executive Schedule Binder). The support materials and briefing books must adhere to the client’s branding and writing standards in accordance with current client orders and/or requirements from management.
• Perform front desk receptionist duties, which includes greeting and escorting visitors. The Administrator must follow the appropriate visitor processes to coordinate guest visitations and escort visitors to their meeting destination upon arrival.
• The Administrator serves as the point of contact for the visitor unless stated otherwise.

Skills:

• Proven experience as an administrative assistant or office admin assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task

A four-year college degree in a business or related field, or equivalent with five (5) years of progressive professional experience.

Degree/Experience substitution: Instead of a 4-year degree, ten (10) years of executive-level experience is required.

Job Type: Full-time

Pay: $70,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• Administrative Experience: 5 years (Required)
• Executive Administration: 5 years (Required)

Work Location: In person

Salary : $70,000 - $80,000