Administrative Assistant
Description
At VMD, now a part of Xcelerate Solutions, you have the opportunity to thrive in your career and become a Game Changer. The quality and talent of our people is what drives our success. We embrace an employee-first culture and make it a priority to provide professional development opportunities that foster career growth.
We help protect American Citizens and the nation’s most critical infrastructure by working alongside our customers and delivering game changing solutions to strengthen their missions. We believe our passion and commitment to achieve our customers' goals and solve their most critical challenges defines who we are. We don’t just dream big, we act on it – through teamwork, dedication, and resilience.
In this Administrative Assistance role, you will have the opportunity to:
- Manage the day-to-day administrative affairs of the client.
- Proficiency in Microsoft Office Suite products including Outlook, Word, Excel, and PowerPoint.
- Maintain client's calendar, including scheduling daily appointments and deconflicting appointments whenever necessary.
- Coordinate administrative tasks and oversee designated administrative operations.
- Accurately enter information into databases/tracking systems.
- Exercise basic to intermediate formatting skills for a variety of reports, presentations, and spreadsheets.
- Prepare agendas, presentation materials, meeting requests and meeting minutes.
- Answer and screen incoming calls and direct calls to appropriate action officer.
- Draft email responses and general correspondence on behalf of the client.
- Prepare meeting agendas, presentation materials, meeting requests, and meeting minutes.
- Compile input for and draft/organize a variety of reports.
- Compile daily, weekly and monthly social media, web and other relevant metrics reports.
- Provide expertise in measuring and assessing metrics to inform strategy.
- Maintain stakeholder email and distribution lists.
- Ensure effective document management.
- Maintain templates and resources for OLPA operations.
- Assist with processing requests for travel, training, and reimbursements.
- Fully coordinate interviews, meetings, panels, etc., maintaining effective communication with the appropriate OLPA staff and with external stakeholders.
- Establish and maintain effective and appropriate working relationships with OLPA contractors and staff.
- Develop written documents and correspondence that demonstrate a mastery of basic grammar, spelling, and punctuation skills.
- Consistently communicate with a high degree of professionalism, diplomacy and tact.
Job requirements
- Proven experience as a Proposal Processing Administrative Support or in other similar position.
- Full comprehension of office management systems and procedures.
- Excellent knowledge of MS Office.
- Exemplary planning and time management skills
- Strong written and verbal communication skills
- Conduct research using internal sources in order to write and edit content.
- Gather, develop and check accuracy of information by coordinating with the meeting lead and subject matter experts and program officials.
- 3-5 years of experience distilling complex and/or technical subjects into plain language for a diverse range of audiences.
Basic Qualifiers:
- Education Requirement: Bachelor’s degree
- Can Additional Years of Experience Substitute for Degree? No
- Minimum Years of Overall Experience: 3
- Minimum Clearance to Start: Public Trust
- Work Status Allowable: US Citizen or Permanent Resident
Travel and Telecommuting:
- Travel: Some (between 10-25%)
- Telecommute Options: On site. Ability to work core hours: 8:30 a.m. to 5:00 p.m
VMD provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable Federal, state and local laws. VMD maintains a drug-free workplace.