Executive Administrative Assistant

The Building People has an opening for an Executive Administrative Assistant to support our federal client. The Executive Administrative Assistant will perform a variety of administrative functions to support the operations of a program office. Performs specialized administrative support tasks of a non-routine and non-repetitive nature. Monitors projects and/or finances for members of assigned functional unit. Performs professional level tasks both formal and informal requiring independent judgment, initiative, and tact; determines the method of collection and analysis for assigned projects; and prepares complex briefings. Coordinates administrative work within the secretarial and clerical support group. Must be proficient in Microsoft Office Suites 2010 or better. Manages multiple calendars and meeting rooms on Outlook. Expertise in preparing various reports, making recommendations for actions, project management, event planning, office relocation planning and other duties as assigned.

• Performs a variety of administrative function to support the operation of a program office.
• Must be experienced working with senior executives.
• Most possess independent judgment, initiative, and tack. Must be proficient in Microsoft Office Package.
• Most have extensive experience with Department of Energy Travel and Conference Management policies and systems.
• Functional areas for this position include but not limited to:
• Manages multiple calendars and schedules meetings
• Prepares agendas for internal/external meetings and prepares briefing materials
• Arranges/coordinates domestic/international travel
• Composes and prepares correspondence for senior management
• Tracks incoming issues addressed to Director & Deputy Director and ensures that responses are sent in a timely manner
• Monitors and responds to emails
• Prepares draft PowerPoint presentations and reports when needed
• Maintains digital and paper files
• Serves as office receptionist and customer service representative
• Provides conference administrative/travel support to Operations Team and Program Managers, as needed
• Manages conference room scheduling and set-up, including webinars and videoconferences
• Manages logistics of monthly All-Hands meeting (e.g., ensure room reservation, room setup, webinar setup, manage remote attendees and call-in).
• Support development of Travel Authorizations and managing the expenditure of travel funds
• Support in the development of process documents such as travel, on-boarding and general Standard Operating Procedures
  

Required Experience & Skills

• 6 (six) years’ experience
• Microsoft Office Suite
• Strong writing and editing skills
  
  

Required Education

• Minimum Education: B.S. or B.A. in Business Management or other appropriate discipline
• Our positions may require a background screening and clearance directly from the Government.
• Please note that telework arrangements are subject to change based on customer requirements.
  
  

Additional Information

Competitive benefits for eligible employees include:

• Medical & Rx
• Dental
• Vision
• Flexible Spending Accounts
• 401(k) Retirement Plan
• Life Insurance/AD&D
• Long Term Disability and Short-Term Disability
• Paid Time Off
• Holiday Pay
  
  

All positions require a background check after acceptance of our offer. The selected candidate will be eligible to begin employment before the background check has been finalized. However, continued employment will be contingent upon the results of your reference/background check from The Building People, LLC. Your position may require special credentialing, clearance, and access as a condition of employment. In the event the government or client does not sponsor or approve your clearance, it may result in termination of your employment.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at reasonableaccomodation@thebuildingpeople.com and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this e-mail address.

For more information, view the EEO is the Law Poster and Pay Transparency Statement.