Executive Assistant Lead

Overview

Soft Tech Consulting, Inc. is seeking an Executive Assistant Lead to support our long time client in Bethesda, MD.  We are looking for a bright, energetic, customer service oriented professional to join our team.  The designated candidate for this position will join a collaborative team environment, providing support required for the client senior management and oversee the other administrative staff.  Effective communication will be key for this position to ensure communication is delivered clearly and accurately to all levels of staff in support of the senior management and the department.

ONSITE: 5 DAYS A WEEK

LOCATION: BETHESDA, MD

MUST BE A US CITIZEN OR GREEN CARD HOLDER

MUST BE ABLE TO OBTAIN NIH SUITABILITY

Responsibilities

• Edit and reformat electronic drafts of complex documents prepared by staff members.  Apply a good understanding of word processing software to prepare documents for distribution to internal staff and customers.  Use advanced word processing functions to generate tables of contents and lists of exhibits and to perform extensive editing functions resulting from substantial revisions of drafts.  Use knowledge of correspondence procedures to ensure all outgoing correspondence and reports are correctly prepared.
• Use personal computer software to produce a variety of documents.  For example, use word processing, database, and spreadsheet or presentation software to enter, revise, and retrieve data for standard reports.
• Transmit, receive, and acknowledge electronic mail and messages.   Print hard copies of incoming mail or messages or route to others as designated; and enter date, time, and identifying data into an index of electronic files or documents.  Transmit and receive documents and messages electronically using personal computers or workstations that are networked.
• Handle a wide variety of telephone calls and professional inquiries, including dealing by telephone and email with high-level managers and technical experts.  Refer callers to appropriate staff member or provide requested materials whenever possible.  Serve as a primary contact point for an office and exhibit a professional and courteous demeanor. 
• Assist in maintaining calendars, scheduling meetings, preparing for meetings, maintaining office supplies, and initiating procurement requests; and make travel arrangementsfor senior staff as necessary
• File materials in various file systems, automated and manual, and distribute non-electronic mail; receive incoming calls and visitors and screen them, when appropriate; copy or fax requested documents; and perform a wide variety of other clerical assignments.
• Initiate/process purchase requests.  This includes working with technical staff to gather requirements, contacting vendors for quotes, drafting supporting documentation, (CIT checklists, Task Order Request Forms, etc.), and entering orders into NIH POTS (Purchasing Online Tracking System).
• Prepare training requests using the online NIH Integrated Training System (NIHITS).
• Prepare government travel requests and travel reimbursements using online travel system.
• Support Branch timekeeping operations using the NIH Integrating Time and Attendance System.
• Submit Facility Work Requests for building repair/maintenance, telephone service requests, and key requests, etc.
• Assists technical staff to collect and analyze data for use in performance metrics and agency data call submissions.

Qualifications

• Bachelor's Degree.
• Four (4) years of administrative support experience at NIH or another Federal agency.
• Must have strong oral and written communications skills.
• Must be able to work independently with little or no oversight.
• Must be able to demonstrate an in-depth knowledge and experience with a variety of software products, including but not limited to Word, Excel, SharePoint, and Microsoft Access.
• Knowledge/experience with government timekeeping processes, procedures and guidelines.
• Knowledge/experience with government travel processes, procedures and guidelines.
• Knowledge/experience with the following is DESIRED:
  • National Institutes of Health (NIH) Purchasing Order Tracking System (POTS);
  • NIH Time and Attendance System (ITAS) 
  • NIH Government travel system
  • NIH Integrated Training System (NIHITS) .

About Us

Soft Tech Consulting, Inc. is a woman and minority-owned small business headquartered in Chantilly, VA. With contracts in both the public and private sectors in the DC metro area and across the country, Soft Tech is an organization made up of highly successful and talented Information Technology professionals offering enterprise class solutions for any size organization at great value. Soft Tech’s mission is to help government organizations design, implement, and maintain mission critical Information Technology solutions. By focusing jointly on our employees and our customers, we are able to achieve our mission by providing each and every one of our customers with continuous quality customer support.   Soft Tech Consulting, Inc. is an Equal Opportunity Employer.