Administrative Assistant

Summary

The Administrative Assistant will provide receptionist services in addition to administrative, travel, clerical, and accounting support to program staff and keep official program records.

Responsibilities
  • Help with initial setup of environment, including basic technical setup, furniture arrangements, and office supply organization.
  • Provide front desk functions to serve visitors by greeting, welcoming, and directing them appropriately.
  • Notify company/program personnel of visitor arrival.
  • Direct and give instructions to visitors by maintaining employee and department directories.
  • Maintain security by following set procedures for verifying identity and access, managing the visitor logbook, and issuing and reconciling visitor badges.
  • Maintain safe and clean reception area by complying with procedures, rules, and regulations.
  • Maintain continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
  • Provide administrative support, including telephone coverage, copying, faxing, supply control, and internal and external communications.
  • Maintain all general administrative support functions to the office to ensure efficient utilization of time and resources.
  • Responsible for keeping up with office inventory, including office and bathroom supplies and reordering as necessary.
  • Reordering supplies on demandat request of workers.
  • Screen incoming calls and correspondence and respond independently when needed.
  • Administer office operations and provide Chenega staff with appropriate documents and records.
  • Schedule and organize calendar activities and organize activities, like meetings, travel, and office activities.
  • Prepare for, assist with, and manage office wide events, briefings, and VIP visits.
  • Assist in the preparation of briefings, program abstracts, summaries, and analyses are required as well as standardizing briefing formats, weekly activity reporting, and directory structures.
  • Assist the company Program Controllers with invoice payment and processing as needed.
  • Assist management team with Purchasing Cards coding, expense reporting queries and follow-ups, daily time collection, and other ad hoc activities as needed.
  • Other duties as assigned

Qualifications
  • Associate degree OR
  • 1+ years of experience in administration, customer service in professional services, or uniformed service.
  • Experience is with the following:
  • Acquisition process and terms
  • S&T knowledge management
  • Technical editing
  • Must be able to type a minimum of 50 WPM
  • Background check and ability to obtain a top secret clearance is required

Knowledge, Skills and Abilities
  • DOD and/or U.S. Air Force experience preferred.
  • Exceptional written and oral communication skills with a full mastery of the English language, including proper grammar and spelling.
  • Adept telephone, verbal communications, Microsoft Office, listening, professionalism, customer focus, and organizational skills.
  • Ability to inform others, handle pressure, and perform task management skills well.
  • Working knowledge of a variety of computer software applications, like Microsoft Word, Excel, Access, PowerPoint, SharePoint, and Outlook.
  • Must have the ability to work evenings, weekends, or holidays as required to meet business needs.
  • Ability to handle multiple assignments concurrently, balancing priorities to meet deadlines.
  • Ability to work independently and as a team.
  • Must be highly professional and flexible to meet with customers, contractors, and vendors.
  • Must be able to handle multiple requests from various teams and tasks.
  • Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
  • Ability to maintain a high level of confidentiality when dealing with proprietary information and sensitive situations.
  • Must be able to present professionally to senior leadership and outside clients.
  • SharePoint, Deltek, and Smartsheet knowledge a plus.

Executive Order 13495, The Non Displacement of Qualified Workers Under Service Contracts provide first right of refusal to incumbents on contracts. If the position is accepted by the incumbent on the job, other application/resume of non-incumbents will not be reviewed.

#Cyberstar, LLC

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