Office Administrative Assistant - Arlington, United States - Convergenz

Description

SUMMARY:

We are seeking an Administrative Support Specialist to provide overall front-office support to headquarters and administrative assistance to C-suite leaders in Arlington, VA. This position plays a crucial role in ensuring the smooth operations of the corporate office, as well as creating a welcoming and professional environment for visitors and staff. Additionally, the Administrative Support Specialist is responsible for providing calendar and meeting management, coordination of travel arrangements, and other various project support.

RESPONSIBILITIES:

• Greet office visitors, answer and direct phone calls, and maintain an orderly office space
• Receive, sort, and distribute incoming and outgoing mail, FedEx, and deliveries
• Order and maintain office supplies and materials, company swag, and weekly meals: adhering to established budgets, tracking inventory levels, and anticipating needs
• Track monthly expenses, prepare, and submit office and administrative expense reports
• Provide support to CEO and COO to include but not limited to:
• Calendar management, prioritizing events, and addressing any conflicting appointments or priorities
• Schedule and organize meetings/appointments
• Make and Coordinate travel and accommodation arrangements
• Create and submit expense reports
• Manage confidential and sensitive information with discretion and professionalism
• Record minutes for monthly executive leadership meetings
• Provide support and assistance to human resources:
• Coordinate the shipment and return of company equipment and swag
• Assist with event planning
• Scan and file personnel documents to ensure that company records are up to date
• Organize swag and other marketing materials for forums, events, and job fairs
• Perform a variety of clerical tasks, such as filing, copying, and organizing paperwork
• Manage contracts and payments for office vendors, maintaining comprehensive and accurate records
• Provide administrative support with writing and editing e-mails, drafting memos, and preparing communications as requested

QUALIFICATIONS:

• A minimum of 1 year experience working as an Administrative Assistant in an office environment providing a high level of customer service
• Bachelor's Degree Required
• Exceptional organizational, time management, and problem-solving skills
• Ability to multi-task and prioritize work
• Strong written and verbal communication skills, with the ability to effectively communicate with leaders at the executive level
• Proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Ability to work independently and as part of a team
• Pursuant to government contracts, this position requires U.S. Citizenship status