- Office Management: Oversee office supplies, equipment, and facilities to facilitate smooth operations. Coordinate maintenance and repairs when necessary.
- Administrative Assistance: Support executives, managers, and team members with administrative tasks such as scheduling meetings, making travel arrangements, and preparing reports.
- Communication: Act as a primary contact for internal and external communications, handling phone calls, emails, and directing messages to the appropriate recipients.
- Data Entry and Record Keeping: Maintain accurate records, databases, and filing systems. Input and update data as required.
- Document Preparation: Aid in creating and formatting documents, letters, memos, and other written communications. Review and edit documents for precision and clarity.
- Event Coordination: Assist in organizing company events, meetings, and conferences. Manage logistics, venue bookings, and catering arrangements.
- Customer Service: Deliver exceptional customer service to clients, visitors, and staff. Address inquiries and resolve issues promptly.
- Project Support: Support various projects and initiatives by conducting research, analyzing data, and coordinating tasks and deadlines.
- Financial Support: Assist with basic financial responsibilities such as processing invoices and expense reports. Collaborate with accounting and finance teams as necessary.
- General Support: Undertake additional administrative duties as assigned to enhance the organization's efficiency.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Strong organizational and time management skills, with the ability to prioritize tasks effectively.
- Keen attention to detail and accuracy in task completion.
- Effective verbal and written communication skills.
- Ability to maintain confidentiality and handle sensitive information discreetly.
- Excellent interpersonal skills and a collaborative work approach.
- Adaptability to changing priorities and environments.
- Availability to work non-traditional hours and travel to disaster-affected regions for extended periods under challenging circumstances.
- Reside within close proximity to a major airport.
- Familiarity with office management software and systems.
- Understanding of basic accounting principles and financial procedures.
- Knowledge of project management tools and techniques.
- Prior customer service experience.
- 5 years of experience in a related field (with a Bachelor's degree) or 10 years of experience in a similar role.
- Demonstrated experience in administrative support positions.
- IS-1000 Public Assistance Program and Eligibility
- IS-1001 The Public Assistance Delivery Model Orientation
- IS-1002 FEMA Grants Portal – Transparency at Every Step
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Administrative Support Specialist - Bethesda, United States - Diverse Systems Group LLC
Description
Job Description
Job DescriptionDescription:Overview:
The Administrative Support Specialist plays a crucial role in ensuring seamless operations within the organization by providing administrative assistance to various departments and personnel. They are tasked with efficiently handling a diverse range of administrative duties. This role may involve deployment to emergency areas. The Federal Emergency Management Agency (FEMA) may require the individual to deploy to a disaster-stricken region within 48 hours of notification.
The deployment areas will encompass FEMA regions 3 & 4, including Delaware, DC, Maryland, Pennsylvania, Virginia, West Virginia, Alabama, Mississippi, Florida, North Carolina, South Carolina, Georgia, Kentucky, and Tennessee.
Job Summary:
Supervisory Responsibility: None
Skills & Abilities:
Additional Skills (Preferred):
Education/Experience:
Certification(s):
N/A
Clearance:
Must be capable of attaining and maintaining a Public Trust clearance.
Nice to Have:
Completion of the following FEMA Courses:
