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ARMADA, Ltd. · 3 days ago

Executive Administrative Assistant

Atlanta, GA

Full-time

Onsite

Senior Level

5+ years exp

ARMADA, Ltd. is seeking an Executive Administrative Assistant to perform high-level executive and administrative duties in support of the Regional Director. The role involves managing calendars, drafting correspondence, organizing meetings, and supporting various administrative functions.

HardwareManufacturingMobile

Growth Opportunities

No H1B

Security Clearance Required

U.S. Citizen Only

Responsibilities

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 interoffice communications

Makes travel arrangements as tasked and/or arrange for off-site meeting facility(ies). Supports regional emergencies, taskings, 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. This will include the initiation, follow-up, resolution and close-out of trouble tickets or helpdesk requests

Serves as timekeeper for assigned area of responsibility. Also serves as back-up or alternate timekeeper throughout the Region 4. Required to validate the timecards 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. Contractor shall use conventional office equipment and associated supplies provided by the Government (desk, filing cabinets, telephone, facsimile, computer system, intercom system, photocopier, paper, pens, pencils, staples etc.)

Other duties as assigned

Qualification

Microsoft Office SuiteTyping skillsOral communicationDatabase managementInterpersonal skillsProblem solvingIndependent researchAttention to detailOrganizational skills

Required

Security Clearance Required: Secret; or the ability to obtain

Ability to use a personal computer and various software applications, including (but not limited to): Databases used to track organizational information

Accurate typing skills with a minimum speed of 40 words per minute

Proficiency in Microsoft Office computer software applications, including Word, Excel, PowerPoint, SharePoint, Visio and Access

Establishment and maintenance of a comprehensive file system

Possess knowledge of procedures to formulate, compile, and organize documents and reports

Must possess knowledge and skill in oral communication, interpersonal skills, and written communication

Ability to coordinate varied administrative projects simultaneously

Must possess problem solving skills and be able to conduct independent research

An AA, BS or BA degree is highly preferred OR in lieu of degree five (5) years of experience as an Administrative Assistant/Secretary assisting Administrators at/or equivalent to the GS-14 and GS-15 grade level

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

Contractor shall use conventional office equipment and associated supplies provided by the Government (desk, filing cabinets, telephone, facsimile, computer system, intercom system, photocopier, paper, pens, pencils, staples etc.)

Must be able to successfully pass a background check, and pre-employment drug testing