Job Description

Administrative/Executive Assistant

QSI is looking for an Administrative/Executive Assistant for our government client located in Downtown Washington, D.C. This role involves serving as a clerical expert, responsible for independently processing complex office tasks. The Administrative Assistant may need to evaluate and consolidate information from various sources under tight deadlines. This includes data from internal or external surveys and reporting on statistics such as retention rates, staffing levels, and visa processing. While guidance will be provided as necessary, the candidate is expected to work independently to deliver tasks and reports as required by the onsite government management. Completed written work will undergo a thorough technical review by senior government employees. The Administrative Assistant will also handle confidential information, including employee lists and management contact details. To be considered for this position, the successful candidate must possess an active Secret Security Clearance.

****This role is similar to that of an Administrative Assistant. You must have experience in calendar management, travel scheduling, and familiarity with the Department of State is preferred.

Location: Washington, D.C.

Level/Salary Range: $58K-$73K

HR Contact: Subrina Miles

Job Category: Non-Exempt

Security Clearance Required: Secret (may require Top Secret)

Position Type: Full-time

Duties/Requirements/Qualifications:

• Ability to establish working relationships at all organizational levels
• Ability to accurately manage taskers and assignments
• Ability to disseminate information and/or requests to all office personnel and compile responses
• Good organizational skills, attention to detail, and work ethic
• Prepare written communications using a variety of office software, specifically: MS Word, MS Power Point, MS Excel, and SharePoint.
• Assist with new hire orientation for Government employees.
• Assist with travel arrangements using online Travel Manager System (E2).
• Coordinate logistics for Government travel: book tickets, hotels, rental vehicles, estimate per diem, and voucher travel upon return.
• With Government provided input, use databases to report current and future activities.
• Track and report official time and attendance records for all federal employees within the office through Time and Attendance Electronic System (TATEL).
• Respond to routine questions on policy and procedures, and/or provide reports, such as Contractor employee turnover or time and attendance.
• Process employees for DS badges through the MDIS/DOS enrollment system, PIN resets and unlock. Answer incoming calls (external and internal) to the office in a highly professional manner and forward calls, take messages or resolve calls as warranted on an individual basis.
• Organize, type, data enter, collate and file material.
• Maintain the Director's and/or unit's calendar of upcoming events, guest log, appointments, and other activities.
• Review incoming documents and take appropriate action/distribution. Track and monitor the status of memoranda, correspondence, and taskers within the unit.
• Prepare briefing materials and compile reports.
• Provide support to other projects or tasks as required.
• Receive deliveries and arrange for pick-up of outgoing shipments.
• Be responsible for stocking the photocopy and facsimile machines and supplies as well as maintaining their operational status and taking the requested readings.
• Receive and sort incoming/outgoing administrative mail.
• Maintain constant awareness of all aspects of internal security including adherence to the restricted area policies, logging off computer terminals when not in use and securing work at the end of the business day.
• Admit and welcome visitors into facility and maintains visitor log-in files.
• Process employees for DS badges through the MDIS/DOS enrollment system, PIN resets and unlock badges.
• Liaise with building management to report and resolve maintenance issues.
• Operate office equipment, including but not limited to: document scanners, telephones, intercoms, label printers, and cameras.
• Assist with ordering, tracking, receiving, inventorying office supplies through various methods (GSA, CA internal, etc.).
• Maintain a clean, organized and safe office environment, free of debris or other obstacles.
• Fulfill daily supply order requests, stock limited supplies for general use such as printer toner, paper, pens, sticky notes, etc.
• Provide support for special events, including, but not limited to, support for conferences, meetings, representational events or bilateral delegations.
• Keep printers supplied with toner and paper daily.

Education / Experience Required:

• HS diploma (2-year college degree preferred), and;
• Four (4) years of experience as an Administrative Assistant in an office environment, including;
• Three (3) years of experience utilizing a variety of office software, specifically: MS Word, MS Excel, MS Power Point, MS Publisher, MS Excel, and MS Outlook, and;
• Demonstrated experience with document management, preferably for a legal department or other office, and;
• Demonstrated ability to prioritize and organize simultaneous workflow duties.
• Department of State experience preferred.

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