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

ACI Federal Inc., Staffing Division
ACI Federal Inc., Staffing Division
Verified Company
Bethesda, United States

1 month ago

Mark Lane

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
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