81 applicants

Company

RWD Consulting, LLC · 6 hours ago

Executive Administrative & Management Specialist

Dunn Loring, VA

Full-time

Remote

Mid, Senior Level

5+ years exp

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ConsultingCustomer Service

No H1B

U.S. Citizen Only

Security Clearance Required

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Responsibilities

Maintain the ATA DAD's and Acquisitions Management Team schedules and office events;

Prepare and/or edit organizational charts;

Prepare cables, memoranda, letters, briefing papers, etc.; draft routine correspondence; proofread documents received from other offices for the DAD's signature; organize and prioritize documents directed to office;

Track deadlines and assigned, official taskers;

Monitor ATA administrative requirements and coordinate administrative matters with other Department of State offices;

Arrange official travel and assist in the preparation of travel vouchers for the ATA DAD and other direct hire, front office staff (FS, GS, and PSC);

Monitor the preparation and submission of annual evaluations for Civil Service and Foreign Service personnel;

Receive visitors;

Screen and facilitate telephone inquiries;

Order office supplies and equipment;

Coordinate building and office equipment support requirements;

Support proper security protocol, act as visitor escort, and oversee proper storage and handling of classified documents and the destruction of classified material as directed;

Oversee time and attendance records for direct hire government employees using WebTATEL software; assist other Administrative Assistants as necessary including training, system access, and back-up coverage;

Manage and maintain the office filing system, databases, executive correspondence, and policy papers, working to incorporate digital records as permitted.

Responsible for receipt and distribution of office mail and preparation of interoffice and external mail to include US domestic/foreign mail FedEx, UPS, etc.;

Support CORs in tracking and maintaining contract files and folders.

Review and track Third-Party Contractor's (TPC's) telework agreements

Track and report TPC badging request, telework agreements, training requirements, etc.

Perform word processing, database, and spreadsheet activities and operate office equipment (PCs, faxes, phones, copying machines, scanners, etc.);

Oversee in- and out-processing procedures for ATA new hire and terminated employees to include overseeing assigned workspace, cell phone issuance, documentation for computer access and IDs, and access control programming;

Coordinate building and facilities maintenance with DS/EX, GSA Property Management, Redwood Property Management, vendors and outside contractors;

Maintain working group notes and assist chairs with scheduling;

Coordinate the weekly activity reports (WAR);

Generate documentation and submit registration for ATA staff training;

Other administrative duties as directed by the ATA DAD;

Serves as back-up for other Administrative Assistants throughout the Training Directorate.

Maintain the TMD Division Chief's schedule;

Track deadlines and assigned, TMD division taskers;

As assigned, attend meetings, and capture and distribute minutes;

Draft cables utilizing templates and the Government's cabling system (SMART);

Performs other related duties as assigned

Maintain the Division Chief's schedule;

Track deadlines and assigned, division taskers;

Prepare and/or edit organizational charts, memos, reports, and other general office documents and material as required;

As assigned, attend meetings, and capture and distribute minutes;

Arrange official travel and assist in the preparation of travel vouchers for the Division Chief and other direct hire, division staff (FS, GS, and PSC);

Draft cables utilizing templates and the Government's cabling system (SMART);

Monitor the preparation and submission of annual evaluations for Civil Service and Foreign Service personnel;

Receive visitors;

Screen and facilitate telephone inquiries;

Order office supplies and equipment;

Coordinate building and office equipment support requirements;

Support proper security protocol, act as visitor escort, and oversee proper storage and handling of classified documents and the destruction of classified material as directed;

Oversee time and attendance records for direct hire government employees using WebTATEL software; assist other Administrative Assistants with back-up coverage;

Manage and maintain the division's filing system and databases, working to incorporate digital records as permitted;

Responsible for receipt and distribution of office mail and preparation of interoffice and external mail to include US domestic/foreign mail FedEx, UPS, etc.;

Perform word processing, database, and spreadsheet activities and operate office equipment (PCs, faxes, phones, copying machines, scanners, etc.);

Oversee in- and out-processing procedures for the division's new hire and terminated employees to include overseeing assigned workspace, cell phone issuance, documentation for computer access and IDs, and access control programming;

Coordinate with the ATA Executive Administrative Assistant for building and facilities maintenance requests;

Maintain working group notes and assist chairs with scheduling;

Coordinate the weekly activity report (WAR);

Generate documentation and submit registration for ATA staff training;

Other administrative duties as directed by the Division Chief;

Serves as back-up for the ATA Executive and Division-level Administrative Assistants.

Track and monitor flow of all documents from inception to distribution of final copies.

Qualification

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Executive administrative supportMS Office SuiteOffice policiesDatabase experienceFederal Acquisition RegulationsDepartment of State Acquisition RegulationsEvaluation techniquesDecentralized training programsDesktop publishingManagement functions analysis

Required

MUST be US citizen and possess or be able to obtain a SECRET clearance

Bachelor's degree or equivalent experience (five years of equivalent experience performing executive administrative support may be substituted for education)

Must be tactful, highly organized, and have excellent oral and written communication skills

Ability to handle multiple tasks simultaneously

Proficiency in the use of MS Office 2000 or MS Office Suites software (Word, PowerPoint, Excel) and basic desktop publishing

Knowledge of office policies, practices and procedures

Experience working with databases

Ability to work independently

Knowledge of the Federal Acquisition Regulations (FAR), the Department of State Acquisition Regulations (DOSAR), and other Department procurement regulations, policies, and procedures

Maintains professional competence and specialized knowledge base by keeping abreast of emerging themes and best practices

Knowledge of and skill in applying analytics and evaluation techniques in order to plan, schedule and conduct studies and analyses of management functions or programs

Knowledge of substantive programs, goals, pertinent laws, and policies in order to analyze and assemble information

Knowledge of management and organizational techniques, systems and procedures to perform analytical studies

Preferred

Experience in decentralized training programs is desirable

Company

RWD Consulting, LLC

RWD Consulting, LLC provides a range of management and operations support and consulting services, administrative and logistical services, and technical and creative services to public and private sectors.

Founded in 2004

Washington, District of Columbia, USA

201-500 employees