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HeiTech Services, LLC · 2 weeks ago

Secretary (Senior)

Hyattsville, MD

Full-time

Onsite

Mid, Senior Level

3+ years exp

HeiTech Services, LLC has been delivering excellence for over 26 years, focusing on mission-first culture and continuous improvement. The Secretary provides senior-level administrative support to executive leadership and program offices, managing communications, scheduling, and information flow to ensure efficient office operations.

Document ManagementGovernmentInformation ServicesInformation TechnologySoftware

Growth Opportunities

No H1B

Security Clearance Required

Responsibilities

Receive and screen incoming telephone calls, emails, and visitors for executive leadership, routing inquiries appropriately and independently resolving routine requests for information

Personally handle a high volume of inquiries from internal staff, other government offices, and external stakeholders in a professional and timely manner

Receive and assist visiting officials and senior staff by coordinating communications, facilitating phone calls, and providing administrative and logistical support as requested

Respond to inquiries by clarifying needs, gathering relevant facts, and preparing responses based on knowledge of Government operations and established procedures

Determine when inquiries require escalation and coordinate with appropriate offices or subject matter experts to obtain accurate information or support responses

Establish, maintain, and manage records and files to control the flow of correspondence and documentation for executive leadership offices

Create, edit, revise, calculate, retrieve, store, and produce a wide range of documents in final form, including correspondence, reports, graphs, calendars, statistics, mailing labels, tables, and databases using Microsoft Office applications

Maintain and update web-based data systems by reviewing daily reports, entering significant incidents or activities, and ensuring data accuracy and timeliness throughout the workday

Review and validate information to ensure records and reports are complete, accurate, and current

Maintain official employee personnel files, ensuring records are accurate, complete, and safeguarded in accordance with applicable privacy and records management requirements

Prepare and submit travel authorizations and expense reports for executive leadership and make travel and lodging arrangements using web-based travel systems and direct coordination with travel service providers

Monitor travel itineraries and make adjustments as required to support leadership schedules

Compile and prepare briefing materials and information sheets for executive leadership in support of weekly and ad hoc meetings and conference calls

Schedule, coordinate, and maintain records for the use of regional conference rooms and meeting spaces

Perform additional administrative and coordination support duties as assigned to support office and leadership operations

Qualification

Microsoft OfficeAdministrative supportRecords managementTravel managementCommunication skills

Required

High School Diploma or equivalent

Minimum of 3 to 5 years of progressively responsible administrative or secretarial experience supporting leadership or program offices

Demonstrated ability to organize information, manage correspondence, and support executive administrative functions

Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and database tools

Strong oral and written communication skills

Demonstrated ability to handle sensitive and personally identifiable information with discretion and sound judgment

Ability to work independently, manage multiple priorities, and meet deadlines in a fast-paced environment

Ability to pass and maintain a background suitability clearance

Able to pass and maintain a background suitability clearance

Preferred

Associate's degree or higher in Business Administration, Office Administration, or a related field

Experience supporting executive leadership in a Federal or public-sector environment

Experience maintaining databases, preparing correspondence, and managing administrative records

Familiarity with records management, travel management systems, and privacy requirements

Experience preparing briefing materials and supporting executive-level meetings and conference calls

Company

HeiTech Services, LLC

HeiTech Services delivers secure, scalable data processing and information governance solutions guided by our core values of Honor, Excellence and Innovation.

Founded in 1999

Hyattsville, Maryland, USA

201-500 employees