Executive Assistant - Bethesda, United States - ACI Federal Inc., Staffing Division

ACI Federal Inc., Staffing Division

Verified Company

Bethesda, United States

4 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

ACI Federal is seeking a highly ambitious, adaptable, structured, and detail-oriented
_Executive Assistant_ to join our vibrant team located in
Rockville, MD.

US citizenship required - No C2Cs, sponsorships, etc.

Must be located in or near Rockville, MD - This is an onsite position
This is a high Level position which will directly support the Executive Officer (EO) of the Institute. This individual will be interacting with a wide variety of stakeholders including Senior Leaders.

This individual will assist the EO in a wide variety of items from managing the EO's calendar, filing, answering phones, PowerPoint Presentation, maintaining various tracking lists, etc.

Deliverables:

Maintain Executive's Calendar
Answer Institute Phones
Will work on site when Executive is on site toprovide executive support.
Update Various Distribution Lists for the Executive as needed.
Generate, update, maintain, and tracking of various documents for the Executive.

Examples include but are not limited to:
PowerPoint Presentations, version control on documents, filing, advanced excel use, Word Documents, Flyers, etc.

Create and maintain tracking of items for the Executive and the IC as needed
Coordinate meetings or events for the IC.

Examples of some of the scheduling include but are not limited to:
IC Orientation, IC presentations, Retirement celebrations.

Attending meetings as needed with the Executive and as needed will run the presentation slides, documents, or other items for the meeting for the Executive.
Validate Parking for IC
Developes and maintains Excel documents utilizing advanced excel knowledge and skills for the Executive which include analytics
Reviews various items for consistency, accuracy, clarity, grammar, etc. for the Executive
Generates draft documents for the Executive to review and incorporates feedback from into into the documents. Some examples include (but not limited to): memos, PowerPoint Presentation, various forms of communications
Maintain the Office of Administrative Management Sharepoint intranet site and other sharepoint sites as needed.
The Institute is fast paced and the individual will need to be able to handle multiple priorities at the same time, change direction/priorities quickly, and alert the executive to items which require their immediate attention.

Work Details:

Provide Technical knowledge and support in developing and evaluating the fellowship program, establishing

- process and procedures and maintaining files.

Prepare various packages from personnel, to orientation slides, powerpoints, PDFs, etc. to including the tracking of the various statuses.
Produces various detailed reports for use by upper management.
Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities
Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities
Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
Coordinate the daytoday office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks.
Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities

Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities

Make recommendations to resolve problems that arise.
Provide executive expertise needed to coordinate, improve and oversee the overall functioning of the office.
Provide highlevel administrative task support within the Branch.
Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.
Provide guidance and assistance in developing components of shortterm and longrange plans and proposals for the organization?s strategic plans.
Schedules and maintains an accurate tracking system of all activities.
Schedule and maintain tracking system for all activities.
Coordinate interoffice activities; inform staff when issues/concerns arise, so that proper actions can be taken.
Keep government abreast of all commitments via the maintenance of daily calendar.
Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
Expertise in maintaining an Executive's calendar, coordinating high level meetings, working with the executive to learn the executives st