Executive Administrative Assistant (SCA 01020)

Overview

This Executive Administrative Assistant (SCA 01020) position will provide administrative support to the executive director and staff. Will be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials. Other responsibilities for this position include secretarial duties (filing, taking phone calls, scheduling appointments, making travel arrangements), support current office systems, technologies, practices, and strategic plans. Must be adaptable to changing practices and priorities, evolving technologies, and future systems. The services and work products delivered must conform to all Departmental policies, procedures, directives, standards, and other similar requirements, ., publications standards.

Responsibilities

Support shall include, but not necessarily be limited to the following :

• The position uses subject-matter knowledge and judgment to complete assignments consisting of numerous steps varying in nature and sequence. The position requires the ability to anticipate requirements to support the shifting demands of the Offices’ fast-paced environment, a thorough knowledge of office work and routines to (1) choose among widely varying methods and procedures to prioritize and process complex transactions; and (2) select or devise steps necessary to complete work assignments efficiently.
• Review, prepare and coordinate a variety of high-quality agreements, letters, memorandum, emails, reports, and other documents for Executives or Director signature or collaboration, then dispatch to recipient.
• Make travel arrangements and submit travel authorizations and vouchers. Develop travel itineraries, prepare travel directions, and provide event materials. Assist in resolving travel related reimbursement issues. Assist other employees with corporate travel systems (ConcurGov and Foreign Travel Management System) as needed.
• Greet and assist visitors, answer organizational phones, and direct customers to the concerned office or employee.
• Act as a liaison between the internal and external executives, managers, employees, and consultants. Ensure that customer expectations are met and understand the type and level of service available and expected.
• Coordinate meetings, manage calendar and daily schedule.
• Coordinate logistics (., scheduling, resources, Webex, call-in numbers, for meetings and events to include scheduling, setting up conference rooms, and securing proper equipment for internal and external events. Provide meeting materials for attendees.
• Assist with conference registration paperwork and document preparation, and approvals.
• Assist with special projects and provide administrative services and logistical support for office-sponsored workshops, conferences, and symposiums, when necessary
• Establish and maintain filing systems in accordance with DOE procedures including document control.
• Develop and maintain task tracking systems to keep track of tasks assigned.
• Utilize and maintain databases and information systems. Review and reconcile data. Generate reports from various informational databases using standard parameters or special queries as required. Provide data entry for startup or closeout information on projects.
• Handle and use fax machines, photo copiers, scanners, videoconferencing, telephone system, computer, and office software efficiently. Ensure the organization and cleanliness of the copy and fax areas. On a frequent basis (at least daily), verify machines are working properly. Refill paper bins, empty shredder bags, and ensure staplers are working to facilitate efficient staff usage.
• Sort and distribute incoming standard mail, pick-up and deliver correspondence packages routed between NETL sites. Complete appropriate UPS Express Account and Authorization Approval form used to ship items through UPS.
• Facilitate the in-processing and out-processing of employees to include office space, name plates, office supplies, etc.
• Prepare purchase requisitions using government’s purchasing system STRIPES.
• Support staff with general typing, formatting of documents, reports, completing and submitting various forms and recordkeeping, work orders, and data entry. Fax, scan, copy, file, etc., as needed.
• Other duties as assigned to ensure timely project execution.

Qualifications

Preferred Responsibilities / Requirements

Benefits

E2 Consulting Engineers, Inc. offers an excellent benefits package including health, dental, vision, and life insurance, 401(k) with employer match, paid time off.

Work Environment / Physical Demands

Work Environment

Physical Demands

Integrated Safety Management