Senior Administrative Assistant

Administrative Assistant – Senior Level 

The Administrative Assistant position performs a variety of administrative duties providing mission support in one or more functions or business areas.   The nature of Administrative Assistant work varies from transactional in nature and requires general knowledge of basic administrative processes to moderately complex and very complex tasks which demand a high degree of autonomy and latitude in planning, organizing, and decision making to fulfill work requirementsContractor personnel at this level shall be able to perform the following tasks:  

• Maintain a schedule of appointments for a manager of office

• Answer routine telephone calls, direct calls and take messages

• Greet and escort visitors

• Retrieve, sort and distribute incoming mail, newspapers, faxes and other publications/documents

• Arrange for the delivery of outgoing mail/packages with the mailroom

• Prepare travel/training arrangements and process travel/training accounting/vouchers for the program office

• Draft, proofread, edit and coordinate correspondence

• Perform research and retrieve information from databases and other resources

• Maintain, update and serve as focal point for databases or spreadsheets

• Assist in planning, scheduling, organizing and execution of meetings, events , conferences and off sites

• Participate in meetings and events:  may serve as recorder and may present position-related information

• Prepare access rosters and request security clearance transfers

• Assist in ordering supplies/Equipment and arrange for office equipment repairs and perform administrative back up support for other offices

• Recommend innovative processes to improve the efficiency and effectiveness of the office

• Compose written communication in response to complex customer queries

• Prepare routine status reports and track office-related metrics

• Manage routine website content updates and coordinate more complex website changes with webmaster

• Coordinate scheduling, organizing and execution of meetings, events, conferences, and off sites

• Attend meetings, events and forums

• Assist in maintaining inventories, records and receipts

• Coordinate office renovations and relocation activities

• Support TIER actions, assign actions to the appropriate divisions or branches, follow up on actions, coordinate responses in a non-conflicted manner for senior management review, provide status reports and participate at NRO-wide TIER meetings

• Author and/or provide critical/final review of correspondence

• Draft documents such as instructions, spreadsheets, presentations and reports

• Build briefing packages and present information

• Analyze metrics and provide summary to senior management

• Administer databases and spreadsheets to include managing user accounts and accesses, creating reports, and performing updates

Required 

Clearance:  Active TS/SCI w/ CI Poly

Education:  High School Diploma or GED equivalent

Relevant Experience:  Seven years

Desired Skill Set

• Demonstrated experience working independently, anticipating and adapting to
• changing mission requirements and priorities, and managing multiple tasks with minimal guidance.
• Demonstrated experience with protocol and precedence; NRO/IC/DoD structure, regulations, directives, and policies
• Detail-oriented
• Ability to communicate effectively and concisely using a variety of styles and
• techniques appropriate to the audience
• Ability to participate productively as a contributing member in a team environment
• Strong interpersonal skills
• Ability to be discreet and maintain confidentiality
• Proficient in the use of Microsoft Office and standard computer applications
• Knowledge of proper English usage, spelling, grammar, punctuation and sentence structure to ensure that written materials prepared and reviewed are complete, succinct, and formatted correctly
• Experience with protocol and precedence; NRO/IC/DoD structure, regulations, directives, and policies
• Experience working independently, anticipating and adapting to changing mission requirements and priorities, and managing multiple tasks with minimal guidance
• Extensive knowledge of NRO/IC/DoD organizational structure, mission, vision, culture, values, Philosophy and operating principles

We hire Military!

Please see standard Work, Physical and Mental Requirements for all Quantech roles. 

Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets and fax machines.

Physical Demands This is largely a sedentary role mostly sitting; however, some filing may be required. This would require the ability to move files, or boxes with file data, open filing cabinets and bend or stand as necessary, ability to lift up to 40lbs.

Mental Demands: Reading; communicate effectively (verbal and written); maintain emotional control and professionalism.