Administrative Assistant - Reston - Smart Synergies

    Smart Synergies
    Smart Synergies Reston

    6 days ago

    Description


    This position is designated as part-time telework (4 days a week in office (Mon-Thurs) and 1 day remote (Fri)) per our global telework policy and may require at least three days of in-person attendance per week at the assigned office or project.

    Weekly in-person schedules will be determined by the individual and their supervisor, in consultation with functional or project leadership.

    Job Summary:
    In this role, you will perform administrative duties that require proficiency, accuracy, judgement, initiative, discretion, and knowledge of protocol. You will handle both routine and complicated items, such as coordinating travel, preparing expense reports, and composing correspondence. Your ability to anticipate problems and changing priorities will help bring efficiency and organization to your team.

    Major Responsibilities:

    • Independently maintain the manager's calendar, regularly scanning for conflicts and meetings that require action.
    • Coordinate complex international and domestic travel arrangements, including detailed travel itineraries.
    • Receive and screen phone calls on behalf of the Office of the CHRO and direct them appropriately.
    • Remain informed of key issues, commitments, and priorities of the manager.
    • Maintain the Office of the CHRO long-term planning calendar and Outlook calendar.
    • Work collaboratively with the HR Leadership Council and peers to ensure alignment and execute high-priority tasks.
    • Complete work assignments independently and ensure coverage when absent from the office.
    • Collect, review, and distribute incoming hard copy and electronic mail. Independently handles mail not requiring the manager's attention.
    • Arrange for special couriers (FedEx/UPS/etc.) and media services support, as necessary.
    • Modify travel as necessary and provide updates to all impacted stakeholders.
    • Prepare and submit detailed expense reports for the Office of the CHRO and key direct reports.
    • Coordinate internal and external meetings, arranging for facilities, local IS&T support, equipment, conference calling services and catering.
    • Manage internal and external visitors by notifying security with names and expected arrival dates and times as well as securing workstations/offices.
    • Keep track of office supplies and order backstock as needed.
    • Oversee the HR Executive Conference Room, inclusive of screening meeting requests and ensuring the space is well kept.
    • Provide support for key direct reports, inclusive of arranging travel and coordinating catering for team meetings.

    Education and Experience Requirements:

    • Requires a minimum of 4-6 years of related experience.
    • Associate degree or related technical training preferred.

    Required Knowledge and Skills:

    • Must have a minimum of 5 years of work experience (administrative or secretarial).
    • Proven ability to handle sensitive and confidential information.
    • Effective team player, with strong interpersonal and customer service skills.
    • Ability to work flexibly and collaboratively across all levels of the organization.
    • Strong attention to detail with a commitment to accuracy.
    • Advanced oral and written communication skills required.
    • Advanced in Microsoft 365 (Word, Excel, PowerPoint, Outlook and Teams) required.
    • Advanced knowledge of common office procedures.
    • Strong organizational skills required.
    • Ability to perform basic mathematical calculations and conversions.
    • Advanced skills in conference/meeting arrangements.
    • Advanced skills in arranging travel, both domestic and international.

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