I have a temporary to hire Administrative Assistant position in Hanover, MD. The company OB is a professional services firm that develops Apps for Intel - Applications for the Intelligence Community. PLEASE EMAIL ME YOUR RESUME AND SALARY REQURIEMENTS IF INTERESTED. IMMEDIATE START. ADMINISTRATIVE ASSISTANT-JOB DESCRIPTION The Administrative Assistant will handle a wide range of administrative and executive support related tasks for the leadership of OB. General responsibilities include administrative support to executive leadership. This role includes a wide range of responsibilities, including scheduling, calendar coordination, phone screening, executive meeting support, documentation support, proposals, expense reporting, corporate event planning and arranging travel. Must demonstrate ability to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important. The ability to interact with personnel (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient. The Administrative Assistant is in a position of trust within the organization, which requires a high level of professionalism and ability to maintain confidentiality. Responsibilities •Dependability •Prioritize and manage multiple projects simultaneously. •Follow through on issues in a timely and accurate manner. •Demonstrate outstanding professionalism at all times. •Confidentiality. •Due to the nature of the work and role within the organization, must maintain confidentiality at all times. •Scheduling. •Provide calendar management and meeting coordination. This will include a variety of complex executive level meetings with leadership, partners and clients. This will also include meetings with employees on-site or at OBt. •Call to confirm meetings. •Print Google maps, as needed. •Ensure Outlook calendar is accurate. resolve any conflicts. •Send daily emails to President containing schedule for next day by COB. •Arrange schedule, travel and reservations for President as needed. •Provide phone screening support for President. •Answer phones. •direct incoming calls to appropriate party promptly and efficiently. •Provide administrative support for leadership meetings. This includes PL meetings on 2nd and 4th Tues and Director meetings on 3rd Tues. •Send reminders •Prepare presentations •Distribute presentations and agendas for review prior to meetings. •Print materials, scorecards, etc. •Document support. •Assist in preparing documents, reports, forecasts as needed for wide variety of meetings. •Corporate communications. •Prepare and review company-wide e-mail announcements, web or hard-copy corporate communications. Work closely with support centers and business practice leaders in collecting information for corporate communications. •Proof-read and edit announcements to identify and fix errors prior to submission to President. Add value by proactively checking for typos, date errors, name mis-spellings, etc. •Obtain updates/approvals of all company-wide announcements and materials from President prior to distribution. •Send corporate communications to company employees (e-mail, web, print, etc) •Provide monthly meeting support •Work with admin staff to collect RSVPs •Coordinate food for meetings •work with facilities personnel to prepare room logistics (seating, tables, drinks, etc) •Prepare monthly meeting notes for President. Gather info from each department (Staffing, Recruiting, Marketing, HR, HRD, Admin, etc). Create meeting notes. Create power point presentation for upcoming event advertisements. •Create power point presentation for meeting. Collect and prepare 2nd half entertainment Tech presentation. •Greet employees on arrival •Provide event planning support to OB Leadership Offsites (May, Oct) •Survey and recommend locations •Handle all contract details for lodging, conference facility, meals, group activities •Distribute materials in advance of offsite - reminders, agenda, directions, etc •Prepare all presentation materials, gather, review, edit and publication •Publication hardcopy or electronic format on iPad •Provide on-call support during offsite meetings to identify and resolve issues with facility, lodging, food, materials, etc. •Transcribe flip chart text to word doc (post-offsite) •Provide event planning support for OB corporate events. •Assist day chairs before, during and after OB corporate events, as needed. Represent OB by attending these events. •Provide administrative support in Contracts •Coordinate with Contracts personnel to maintain list of tasks, deliverables and due dates •Prepare contract-related documents for review by President •Esnure contract-related documents are reviewed and processed in timely manner •Coordinate appropriate signatures and ensure proper routing within the organization •Provide administrative and publication support for OB proposals •Maintain schedule of deadlines for proposals - pricing due dates, prop reviews dates, submission dates •Ensure leadership meets all deadlines for pricing and pink/red/gold team reviews •Know the Proposal Preparation Instructions (PPI) for all proposals. Ensure OB has sufficient publication materials (binders, tabs, paper, CDs, labels, envelopes, boxes, etc) Order as needed. •Provide publication support for proposal reviews and final deliveries. •Support OB Office Manager in providing wide variety of office administration support, as needed. •Work schedule •Provide support while President is in the office •Full-time, 40 hours per week •General schedule 8am-4:30pm •Flexibility is needed. Availability evenings and weekends may be required. Required Skills •Minimum 5 to 7 years experience in an Administrative Assistant role working with a executive management •High School Diploma required, Bachelors degree preferred or equivalent education and training. •Excellent verbal, writing and editing skills. •Excellent organization skills with attention to detail and ability to prioritize projects. •Advanced proficiency in MS Office tools including Word, Excel, PowerPoint and Outlook •Analytical skills and proven problem solving ability. •Professional and polished corporate image •Positive demeanor that reflects the corporate environment. Reports to •Office Manager Meetings •Monthly meetings •All employee events Thanks, Paul Campbell Branch Manager Northern Virginia Staffing (301) 581-1148-MD and DC Office (703) 880-0514-FAX pcampbell@nvstaffing northernvirginiastaffing
Posted on: Sun, 10 Aug 2014 23:35:51 +0000
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