Job description

Position Overview:

We are looking for a great Executive Administrative Assistant for a federal contract in Atlantic City, NJ. The ideal candidate will have at least five (5) years of experience supporting senior officials, VIPs, and/or dignitaries with the highest levels of customer service, professionalism, exemplary written and verbal communication skills, and proficiency with Microsoft Office including Word, Excel, PowerPoint, Visio, and Project.

Responsibilities:

Provides administrative support to Senior Officials, (Director, Deputy Director, Chief Scientist, or Equivalent), with office management responsibilities to include budgeting, personnel records, and payroll. May be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials.

• Notes commitments made by the executive during meetings and arrangements for staff implementation. Arranges for staff members to represent the organization at conferences and meetings, establishes appointment priorities, or reschedule or refuse appointments or invitations.

• Reads outgoing correspondence for the executive's approval and alerts writers to any conflicts with the file or departure from policies or the executive's viewpoints; gives advice to resolve problems.

• Summarizes the content of incoming materials, specially gathered information, or meetings to assist the executive; coordinates the new information with background office sources; draws attention to important parts or conflicts; follows up with others to ensure action items are completed in a timely and efficient manner.

• In the executive's absence, ensures that requests for action or information are relayed to the appropriate staff member; as needed, interprets the requests, and helps implement action; makes sure that information is furnished promptly; decides whether the executive should be notified of important or emergency matters.

• Has complete control of the executive’s calendar coordinating meetings and briefings with other senior managers and executives.

• Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs the supervisor on matters to be considered.

• Reads publications, regulations, and directives and acts or refers those that are important to the supervisor and staff.

• Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions.

• Screens telephone calls, visitors, and incoming correspondence; personally, responds to requests for information concerning office procedures; determines which requests should be handled by the supervisor, appropriate staff member, or other offices. May prepare and sign routine, non-technical correspondence in own or supervisor's name.

• Schedules tentative appointments without prior clearance. Decides for conferences and meetings and assembles established background materials, as directed. May attend meetings and record and report on the proceedings.

• Reviews outgoing materials and correspondence for internal consistency and conformance with supervisor's procedures; assures that proper clearances have been obtained when needed.

• Collects information from the files or staff for routine inquiries on office program(s) or periodic reports. Refers to non-routine requests to supervisor or staff.

• Explains subordinate staff supervisor's requirements concerning office procedures.

• Coordinates personnel and administrative forms for the office and forwards them for processing.

Requirements

Basic Qualifications:

• Candidate must possess at least a bachelor’s degree in a business field or a related field or at least five (5) years of executive administrative support experience at a very senior level.

• Candidate must use a high degree of judgment and initiative to determine the approach or action to take in non-routine situations and interpret and adapt guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations.

• Candidate must possess experience with Microsoft Office Suite to create work products including Word, Excel, PowerPoint, Visio, and Project.

Job Type: Full-time

Salary: $20.00 - $21.84 per hour

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Egg Harbor Township, NJ: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

• Customer service: 1 year (Required)

Work Location: One location

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