Overview:
The Administrative Specialist will support the Office of Cybersecurity, Energy Security, and Emergency Response (CESER) providing high quality administrative support for senior leadership and staff employees. The incumbent serves as Senior Executive Assistant providing a wide range of administrative support services to manage day-to-day operations of the Division.
 
Responsibilities:

• General administrative and office experience, with strong office computer skills, especially Microsoft Outlook, Word, Excel, Teams, and PowerPoint. Familiarity and experience with handling office processes in support of executive and divisional staff. Experience in working with all levels of staff with effective communication both informally and formally, orally and in writing.
• General office / administrative duties; calendar management; coordinates logistics for meetings and travel including schedules and vouchers; visitor / VIP greeting and escort; telephone reception including answering and referring inquiries; maintains employee and department directories; gives and follows instructions; develops spreadsheets; analyzes and prepares correspondence and documents.
• Manages the day-to-day operations of the office including the scheduling and flow of information for one senior executive, two advisors, two directors, and six staff members. Calendar management and scheduling requirements are dynamic, requiring thorough communication between meeting participants to delineate agendas, confirm attendance and, as appropriate, reschedule meetings considering travel time, locations, and corresponding conference call or telephone numbers.
• Serves as the primary point of contact for the Deputy Assistant Secretary working closely and directly with the Office of the Electricity’s staff and other senior officials to provide guidance on requests from DOE officials to meet or speak with various parties on behalf of the Department. Guidance and decisions are often asked of the CESER senior management team; incumbent must brief management on the basis for requested meetings and provide pertinent background of request.
• Coordinates preparation of senior management briefing books and presentations for speaking engagements. All meeting materials must be submitted by attendees and contractor 24 hours in advance of scheduled meetings.
• Manages and coordinates travel planning and preparation of support artifacts, including itineraries, schedules, briefing materials, and all travel arrangements including hotel and airline reservations. Prepares travel vouchers and related documents.
• Conducts necessary background research, composes, and prepares correspondence in final form including replies to recurrent incoming correspondence to the Deputy Assistant Secretary and other correspondence that may be of policy or technical nature. As appropriate, drafts letters of acknowledgment, commendations, notifications, etc.
• Processes sensitive documents related to pre-decisional issues in the area of Departmental and managerial, budget, personnel, and administrative management and concerns. Coordinates controlled and non-controlled correspondence that may contain Official Use Only, Confidential, or Personally Identifiable Information.