Executive Assistant III - Washington, United States - Abacus Service Corporation

Abacus Service Corporation Washington, United States

4 weeks ago

Description

Job Title
Executive Assistant III

Client Company/Dept. Name
Federal Retirement Thrift Investment Board (FRTIB)

Address
77 K St. Washington DC
City Name
Washington
State Name
DC-District Of Columbia
Zip Code

If others (Address)

Bill Rate

Min:
$

Max:
$

Duration of the project
Project Start Date:

June 15, 2024
Project End Date
June 14, 2025

No. of Openings
1
No. of Maximum Submissions
3

Job Description
Extensive experience: 5+ years of experience supporting C-level executives or working in a fast-paced, high-pressure environment. Board Meetings

1. Prepares, updates and disseminates the Annual Board Meeting calendar.

2. Administratively solicits and consolidates proposals for meeting topics from senior leaders.

3. Serves as administrative meeting host for Board Meeting preparation sessions.

4. Requests and consolidates materials for upcoming Board and preparation meetings.

5. Drafts materials and ensures dissemination to all parties in final form prior to meetings.

6. Creates and validates meeting event links and ensures the dissemination of correct links to all relevant parties.

7. Coordinates with appropriate offices to arrange for Board Meeting coverage by CourtReporter.

8.

Under the direction of the Office of the Executive Director (OED) Program manager, administratively updates Board Meeting procedures and checklists as needed to ensure efficiency and effectiveness Ensures all Board-related materials are memorialized on SharePoint.

All Hands Meetings

1. Support OED Program Management in the planning and compiling of agency all hands meeting meetings and materials.

2. Requests and consolidates materials for upcoming meetings.

3. Hosts the Microsoft Teams for the Agency All Hands Meetings.

4. Ensures all meeting-related materials are memorialized on SharePoint.

Executive Leadership Council (ELC) Meetings

1. Coordinates the development of ELC meeting agendas by input from senior leaders and staff.

2.

Works with the ED to finalize the agenda then ensures dissemination of agenda as well as any updates or revisions to members.

3. Maintains the ELC calendar ensuring presenters attend at appropriate periodicities.

4. Sends out meeting invites that reflect ELC calendar. Deconflicts as needed. Correspondence and Document Management

1.Under the direction of OED Program manager routes correspondence and reports and

attention within the Agency.

2.Applies reporting mechanisms to monitor correspondence, commitments, and action items/deliverables of the Office of the Executive Director and Agency Program offices.

3.Under the direction of the OED Program Manager, administratively updates OED procedures, office correspondence, and document management procedures as needed.

4. Ensures OED policies and procedures are up to date and accurate.

5. Collects Bi-weekly reports from senior leaders and/or their delegates and compiles an aggregated report for the Executive Director.

Additional OED Support

1. Supports calendar maintenance and travel of the Executive Director, Deputy

Executive Director and Internal Audit Director.

2. Supports OED in office administrative tasks to the extent permissible by a contractor

including time and attendance, travel, expense reimbursement, training and PRs.

3. Helps plan and coordinate agency-wide events and remote Board Meetings.

4.Performs other administrative duties in support of OED operations as needed.

Skill set info
Communication:
Excellent written and verbal communication skills.

This includes the ability to clearly and concisely convey information, as well as actively listen and understand the needs of others.

Capable of crafting professional correspondence, presentations, and handling complex inquiries.

" Superior organizational skills:
Proven ability to manage multiple calendars, travel arrangements, meetings, and deadlines with meticulous attention to detail.

" Project management skills:
Experience in handling complex projects and ensuring their successful completion.

" Technical Skills:
Expert level proficiency in office productivity tools including Microsoft Office Suite (Outlook, Teams, Word, PowerPoint, and Excel.

" Discretion and Confidentiality:
Maintaining complete confidentiality and handling sensitive situations with utmost discretion and tact.

" Interpersonal skills:
A pleasant and professional demeanor, with the ability to build rapport with people at all levels.

" Problem-solving: Ability to think independently and find solutions to problems efficiently.

" Flexibility and Adaptability:
A willingness to adapt to changing priorities and work under pressure in a fast-paced environment.

" Anticipation and Initiative:
The ability to anticipate the executive's needs and proactively solve problems before they arise

Education
Minimum:
High school diploma or GED

" Bachelor's degree preferred:
A bachelor's degree in business administration, communication.

Certifications (if required)
Advanced Microsoft Suite certification through an approved CLA course or Microsoft equivalent Certified Administrative Professional (CAP)

Documentation Required for submission
Please provide a minimum of three and a maximum of five references to document direct senior executive and management support. Refertences should provide brief description of each candidate.

Work Hours
Monday thru Friday, 8:00 AM to 5:00 PM PST except Federal

holidays

Work authorization required
US Citizen Only

Relocation is accepted
Yes

Remote work
No

Additional Notes if any
Should have all technical skill sets as mentioned, federal work experience with required certifications.

Please find enclosed job order for Executive Assistant III. Please help us with the profile by EOD 05/10/2024.

Please find exact matching profile with relevant federal experience and required certification.

Three References with relevant details needed.

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