Executive Assistant - Research Triangle Park, United States - Preferred Solutions Group

Description

Preferred Solutions Group (PSG) is a woman owned business based in Washington, DC that is uniquely qualified to serve small businesses and corporations alike as they seek to address shifting personnel needs in an ever changing environment. An established part of the Washington, DC community, PSG has maintained effective and successful relationships with a diverse group of companies and federal agencies since its founding in 1987.

We are currently looking for an experienced Executive Assistant.

Position Description:

Schedule meetings, reserve conference rooms, ensure AV equipment needs are met, inform participants of topics discussed, provide background information as needed attend meetings and provide meeting minutes as requested. Coordinate preparation of a variety of items, travel requests, professional service orders, sponsored travel Form 348, outside activities Form 520, official duty memoranda, training requests, individual mass mailings, correspondence, reports, various forms. Summarize the content of incoming materials, gathered information, or meetings to assist the leadership; coordinate the new information with background office sources; draw attention to important parts or conflicts. Assist staff coordinate project management activities.

Minimum Education Associate's

ADDITIONAL QUALIFICATIONS

Certifications & Licenses

· N/A

Skills

· Meeting minutes/summary reports

· Executive level support

· Meeting coordination

· Travel planning

· Calendaring

· Expense reconciliation, project management/planning, timekeeping, fellowship program management

· Scheduling

· Expense reconciliation

· Project management/planning

· Knowledge of purchasing systems

Software

· SharePoint

· MS Office

· Concur

· ITAS

· Zoom

· Adobe

Field of Study

· Business Management and Administration

· Provides support for various procurement and administrative tasks.

· Schedule meetings, reserve conference rooms, ensure AV equipment needs are met, inform participants of topics to be discussed, provide background information as needed and attend the meeting and provide meeting minutes as requested.

· Independently, arrange for staff members to represent the organization at conferences and meetings, establish appointment priorities, or reschedule or refuse appointments or invitations.

· Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.

· Summarize the content of incoming materials, gathered information, or meetings to assist the leadership; coordinate the new information with background office sources; draw attention to important parts or conflicts.

· Coordinate the day-to-day 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 high-level administrative task support within the Branch.

· Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.

· Schedules and maintains an accurate tracking system of all activities.

· Schedule and maintain tracking system for all activities.

· 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.

· Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information.

· Review and summarize the content of incoming materials, specially gathered information, or meetings.

· Coordinate the new information with background office sources; draw attention to important parts or conflicts.

· Plans and completes various special projects.

· Assist staff to coordinate project management activities, including routine meetings and development of reports.