Job description

Executive Assistant Job Summary:
Provide support for the two executives by providing executive level administrative support. The Operations and Project Administrator is expected to manage calendars, organize meetings, welcome visitors, accept phone calls, take messages, and often take care of travel arrangements for senior-level executives. Handle ever-changing responsibilities and confidential duties by working closely with executives. The Operations and Project Administrator tasks include prioritizing correspondence and communications (emails, mail, calls, engagement, requests, etc.) allowing C-level executives to focus on decision-making and higher-level responsibilities. Serve as links between the executives and the rest of the staff, contribute to better organization and planning, and help leaders be more effective in their roles. May also be responsible for the assistance with staffing, training and oversight of lower-level clerical and corporate staff.
Operations and Project Administrator Responsibilities:

• Managing the executive's day-to-day calendar, including making appointments and prioritizing the most sensitive matters
• Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
• Providing administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the executive's behalf
• Maintaining comprehensive and accurate corporate records, documents, and reports
• Performing minor accounting and bookkeeping duties
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
• Answering and directing calls to appropriate executives and parties, taking messages.
• Greeting visitors and determining access to appropriate parties.
• Providing administrative assistance, such as writing and editing emails, drafting memos and preparing communications on the executive's behalf
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary.
• Overseeing administrative policies within an organization and within the office; recommending changes as appropriate.
• Opening, sorting, and distributing correspondence, including email, faxes, and snail mail.
• Reading and analyzing submissions, letters, agendas, memos and determining significance; routing to appropriate personnel in a timely and efficient manner.
• Prepare reports, collect and analyze information; prepare presentations.
• Develop and utilize historical information; provide retrieval of information. Record meeting discussions and provide minutes.
• Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.
• Ensure operation of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment.
• Provide payroll processing. Answer questions regarding payroll. Provide quarterly tax reports and filing.
• Maintain knowledge by attending professional and technical educational seminars and workshops; review publications; establish professional and personal networks within the industry. Participate in societies relative to the business.
• Data analysis; Proficient in Access, MS Word, Excel, Outlook. Perform filtering and sorting of data,
• Coordinate finances, assist with budget preparation.
• Train clerical staff on office equipment, policies and procedures, arrange for setup on new computers and logging of new employees in database.
• Meet with special interest groups or individuals on behalf of executives.
• Prepare executive responses to routine memos, letters, or correspondence.
• Prepare checks for signature and review.
• Provide clerical and general office support to other offices. Delegate tasks and responsibilities to other staff members when appropriate.
• Prepare and develop a records management system; maintain and recommend changes to records system when appropriate.
• Interact with customers when appropriate and problem solve. Document complaints and develop an appropriate course of action. Report problems to executives when they cannot be resolved for attention.
• Evaluate policies to ensure they support corporate rules and mission.

Education:

• B.S. in Management or related field

Work Location:

• Arlington, VA

Operations and Project Administrator Requirements:

• Proven experience as an executive assistant or other relevant administrative support experience.
• In-depth understanding of entire MS Office suite.
• Time management and ability to meet deadlines.
• 2-3 years of administrative assistant experience
• Excellent verbal and written communication skills
• Strong organizational skills and ability to multitask.
• Problem-solving and decision-making skills.
• Ability to act as gatekeeper and escalate relevant information to executives as needed.
• Skilled in the use of standard office equipment (e.g., copiers, business telephone systems, projectors, fax machines).
• Ability to work effectively with minimal supervision.
• Strong interpersonal skills
• Ability to treat confidential information with appropriate discretion.
• Exceptional attention to detail

Certifications (preferable / not required):

• Certified Administrative Professional
• Professional Administrative Certification of Excellence (PACE)
• Advance Certificate for Executive Assistant (ACEA)
• Agile / Scrum Master
• ITIL Certification
• Project Management Professional (PMP)
• Certified Associate in Project Management
• Microsoft Office Specialist / Expert

Job Type: Full-time

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