Administrative Assistant

Randstad Federal is searching for a Part-Time Administrative assistant to support a program within the Pentagon working with a 2 star general. You will be working part time hours 5 days per week. If you are looking for some work flexibility in the DoD space this would be a great spot for you! Lots of movement upwards with this company and they have a large list of clientele as well!

Hours: 4 hours/ day, 5 days/ week

Location: Pentagon

Clearance Requirement: At least a DoD Secret Clearance

Responsibilities:

The Administrative Assistant shall provide the functional support required to fulfill this task order contract in accordance with the HQSF Administrative Support.

• Support 2-star General
• Front Office Management:
• Coordinate executive communications, including taking calls, responding to emails, and interfacing with external organizations.
• Prepare and review internal and external documents
• Maintain an organized filing system of paper and electronic documents
• Populate and publish SharePoint updates
• On-boarding/Off-boarding members- Update rosters/checklists, distributing/collecting applicable documentation, drafting emails, etc.
• Track and submit office supplies for the front office, to include military awards/accoutrements, patches, coins, etc.
• Field calls and greet visitors.
• Respond to telephone calls, take messages when appropriate, and direct callers or visitors to requested government staff.
• Plan and coordinate conference and office visits with distinguished visitors.
• Staff & Administer Documents.
• Prepare and develop correspondence, reports, memorandums, presentations, ready- to-send (RTS) emails, and other forms of communication for distribution across the organization.
• Distribute correspondence to all individuals in accordance with approved guidelines and processes.
• Search and retrieve documents from databases and files as requested and provide research to assigned staff as necessary.
• Prepare and coordinate documents for review and distribute electronically as necessary.
• Plan, coordinate, and organize events.
• Secure facilities (onsite and offsite) prior to event by coordinating with the conference room coordinator or applicable office/agency.
• Submit all presentations requested format by supported staff within the prescribed time frame.
• Draft meeting minutes, distribute meeting documents and post meeting minutes, as necessary to participants.
• Review correspondence for signatures from members of assigned staff, the supervisor, or other senior managers for proper format.
• Review conformance with procedural instructions, grammar, typographical errors, accuracy, and necessary attachments.
• Properly monitor and track correspondence as required in approved databases to ensure that all assigned suspense requirements are met.
• Distribute correspondence to all individuals in accordance with approved guidelines and processes.
• Plan, coordinate, and organize events/meetings (on site and off site) for assigned headquarters organization.
• Responsible for securing facilities, submitting presentations as required by supported staff within the prescribed time frame.
• Secure necessary equipment (projector, computer, etc.) to conduct briefing.
• Operate equipment (projector, computer, etc.) as required.
• Take attendance at meetings as necessary. Draft and distribute meeting minutes as necessary.
• Final decisions on events remains with the Government.

Knowledge Skills and Abilities (KSA):

• Advanced skills in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, etc.) and SharePoint
• Calendar Management
• Schedule meetings and appointments/ invite appropriate attendees
• Maintain and manage calendar of activities, meetings, and events
• Coordinate with other executive staffs to develop meeting/travel agendas (if applicable)
• Assist with setting up Video Tele Conferences (VTC), Microsoft Teams Meetings, Webex, Zoom, SharePoint or any other platform utilizing by the Government.

Knowledge Skills and Abilities (KSA):

• Knowledge/skills in MS Teams and Outlook
• Travel Management
• Coordinate with enterprise entities to codify travel plans for leadership
• Manage travel itineraries/agendas for leadership
• Create authorizations for leadership in Defense Travel System (DTS) IAW the Joint Travel Regulations (JTR)
• Prepare and validate Trip Books for Senior Leaders Travel

Knowledge Skills and Abilities (KSA):

• High familiarity in Outlook and DTS Workflow Coordination Manager and Records manager
• Manage the directorate’s assigned tasking’s using the Enterprise task Management Software Solution (ETMS2 aka TMT) and other Tasker emails from external organizations/staffs.
• Review ALL Taskers; assign, close, update, reply to Tasker emails, phones calls as needed to escalate tasks, meet deadlines and coordinate w/Headquarter-level offices.
• Create Taskers for office
• Maintain assigned files and record systems in accordance to approved guidelines.

Knowledge Skills and Abilities (KSA):

• Proficiency with Task Management Tools and managing taskers
• Additional duties may include supporting commander’s programs such as security manager, records management, equipment custodian, etc. This task does not allow for a contractor to be appointed the lead or any said program, only support.

Other Skills Required:

• Must have at a minimum, Associate’s degree and three (3) years of experience working within the DoD performing the tasks listed.
• Must be a self-starter and motivated to learn.
• Must have advanced written and verbal communications skills and be prepared to work in a fast-paced environment supporting the most senior leaders.