Potomac Management Solutions, LLC · 3 months ago
Executive Administrative Assistant.
Atlanta, GA
Full-time
Onsite
Mid LevelPotomac Management Solutions, LLC is seeking an Executive Administrative Assistant to support the Regional Director. The role involves performing high-level executive and administrative duties, managing schedules, preparing correspondence, and assisting with various organizational tasks.
ConsultingGovernmentHuman ResourcesLaw Enforcement
Responsibilities
Plans and provides analytical support for facilitation, training, methodology development and evaluation, business management techniques, and organizational development
Supports DHS and FPS business process improvements and modernization projects
Composes, types, and enters information into the computer
Enters data from paper form into computer database and/or electronic spreadsheets
Maintains the Regional Director’s calendar, reminding him of upcoming events, meetings, and/or deadlines
Drafts and prepares correspondence, spreadsheets, other written documentation; copies data as necessary; and files records accordingly
Receives, sorts, and distributes incoming mail, separating documents for distribution, as appropriate; and photocopies documents using copier
Prepares outgoing mail for delivery, to include overnight, express, or courier services (as required)
Manages the calendar for the executive conference room and associated phone line
Sets up meetings and/or conference calls
Attends meetings as requested
Prepares and distributes agenda, as needed; takes minutes/notes on meetings’ activities; distributes minutes to appropriate personnel
Coordinates and distributes in the office communications
Makes travel arrangements as tasked and/or arrange for off-site meeting facility(ies)
Supports regional emergencies, tasking, or projects as directed
Collects and forwards Government-Owned Vehicle monthly reports, as required
Assists FPS and other contract personnel in the maintenance, purchase and dissemination of routine supplies
In the Branches’ and/or Districts’ Administrative Assistants’ absence, act as liaison between FPS regional personnel and DHS helpdesk in support of IT, telephone and other services
Serves as timekeeper for assigned area of responsibility
Also serves as back-up or alternate timekeeper throughout the Region 4
Required to validate the time cards of federal FPS employees only with the approval of Task Manager or, in their absence, another federal supervisor
Assists RD with preparing, reviewing and editing executive correspondence from different areas within DHS, NPPD, FPS and/or other agencies or private organizations
Monitors incoming HQ-assigned ESTT suspense items to ensure all deadlines are met
Receives, reviews, and collates suspense responses from Deputy Regional Director(s), District Commanders, and/or Branch Chiefs
Prepares correspondence, reports, graphs, and charts
Performs research as required
Assists Regional Freedom of Information Act representative in responding to FOIA requests
Assists with personnel actions pertaining to employee reassignments and hiring actions
Assists Regional Training Program Manager with the development of PowerPoint presentations
Reviews, edits, and routes Requests for Training received from the Branch Chiefs and District Commanders to the Regional Training Program Manager
Coordinates with the Mission Support Branch to funding for individual or group training costs
Maintains training calendar for Region 4
Demonstrates proficiency in Microsoft Windows-based computer software and is familiar with basic computer programs to include Microsoft Office Suite
Accurate grammar, typing, and attention to detail are required
Must have ability to compile and organize reports
Qualification
Required
High-level executive and administrative duties experience
Ability to initiate special reports
Experience composing routine correspondence
Ability to compile statistical and/or budget information
Experience communicating with personnel at all levels, regionally and nationally
Analytical support for facilitation, training, methodology development and evaluation
Business management techniques knowledge
Organizational development experience
Data entry skills from paper forms into computer databases and/or electronic spreadsheets
Calendar management skills
Drafting and preparing correspondence, spreadsheets, and other written documentation
Mail sorting and distribution skills
Meeting setup and coordination skills
Travel arrangement skills
Government-Owned Vehicle monthly report collection and forwarding
Assistance in maintenance, purchase, and dissemination of routine supplies
Liaison experience between regional personnel and helpdesk
Timekeeping experience
Assistance in preparing, reviewing, and editing executive correspondence
Monitoring and collating suspense responses
Assistance with FOIA requests
Assistance with personnel actions for employee reassignments and hiring
Development of PowerPoint presentations
Reviewing, editing, and routing Requests for Training
Coordination with Mission Support Branch for training funding
Maintaining training calendar
Proficiency in Microsoft Windows-based computer software
Familiarity with Microsoft Office Suite
Accurate grammar and typing skills
Attention to detail
Ability to compile and organize reports
Experience using conventional office equipment
Company
Potomac Management Solutions, LLC
Potomac Management Solutions, LLC (PMS) specializes in Human Resources/Staffing, Program Operations, Administration, Health Systems Management and Federal Law Enforcement Support.
Founded in 2012
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Diane McCain
President / CEO
Company data provided by crunchbase