Administrative Assistant II

Vigor ValuesVigor expects all employees to enhance the atmosphere in which they work by living the Vigor Values every day.Truth: We seek the truth, and we speak the truthResponsibility: We act on what we know is rightEvolution: We seek mastery, and adapt to a changing worldLove: We care about the people we work with, and the world we live inBase Pay: $44,581-55,726POSITION SUMMARY: This position provides direct assistance to the Director, Production Operations to facilitate the smooth accomplishment of work through administrative support duties. Duties may include preparing correspondence and reports, receiving visitors, receiving and arranging calls, scheduling meetings, and other specific tasks and activities as determined by the Division Manager.ESSENTIAL FUNCTIONS AND MAJOR RESPONSIBILITIES: This list is not intended to detail all aspects of the assigned work but is representative of the job's overall responsibilities. * Lives and exemplifies the Vigor Values within self and team. * Provides direct administrative support to the Director, Production Operations and Program Manager. * Welcomes guests and customers, in person or by telephone; answering or directing inquiries. * Schedules and coordinates conferences, meetings, video conferences, catering, required technology, meeting materials, and agendas. * Reconciles corporate credit card account and prepares expense reports. * Coordinates all travel arrangements with accuracy and in a timely manner including preparation of travel cost proposals in accordance with the GSA, FAR and DFAR and initiation and follow through with per-diem requests. * Receives, sorts, files and disseminates incoming and outgoing mail, FedEx/UPS packages, and documents. Duplicates, collates and distributes office material as needed. * Manage all aspects of internal and external document control in accordance with Vigor-established procedures and contract requirements. * Manage the generation, preparation, assembly and tracking of Contract Data Requirements Lists (CDRL's)* Produces information for the division manager by drafting correspondence from concepts or notes, updating or developing PowerPoint presentations, organizational charts, flow charts, spreadsheets, and miscellaneous reports. * Security support as needed, under the direction of the Security Manager -*

Manage requests for Server Folder Permissions * Create photo ID badges contractors and employees * Provide visitor badge access to outside employees, customers, and other guests * Coordinate New Hire Preparations; workspace, name plate, badge, phone, computer, and systems access * Supervision of non-approved vendors while on site (coffee service, office supply delivery, locksmith, paper shredding service, etc.)* Acts as liaison, representing the Division Operations Manager, with other executives and division managers. * More specific tasks and activities will be determined by the assigned Division Manager.JOB SCOPE: This job is performed within established procedures using a variety of computer applications and office equipment. Must have excellent Microsoft Outlook, Word, Excel and PowerPoint skills, Adobe Acrobat Pro, and be able to work with various document forms inserting photos / objects (JPEGs, TIFFs, PDFs, etc.) into documents. The work consists of fairly standard procedures and tasks where basic analytical ability is required. The position follows established guidelines with limited authority to deviate. Much of the work handled is of a sensitive and highly confidential nature. Decisions are typically limited to responding to narrow scope questions, conducting simple research into data readily found.SUPERVISORY RESPONSIBILITY: This position does not involve the direct supervision of employees. Discretion is exercised in the management of projects and work assignments.INTERPERSONAL CONTACTS: Interactions and coordination efforts are within all levels in the organization, with primary daily interactions focused with the program management team. The majority of interactions are internal to the company.KNOWLEDGE SKILLS AND ABILITIES:* Excellent interpersonal and communication skills, both oral and written for constant interaction with all departments and employee levels and outside customers. * Five years' experience with Microsoft office software (Outlook, Word, Excel, & PowerPoint) is required. * Must be proficient with Adobe Acrobat * Ability to maintain confidentiality of sensitive information. * Five years' experience in a fast paced office environment preferred. * Strong interpersonal skills with the ability to be an assertive communicator. * Must have the analytical ability to research problem areas and special requests. * Excellent organizational skills. * Ability to exercise sound judgment, work well independently, prioritize duties and follow through tasks to completion. * Must be able to handle competing priorities and deadlines effectively and respond well to last minute, high priority, and time sensitive projects. * Must be willing to take initiative. * Possess the ability to quickly learn processes, procedures and applications utilized in performing the job responsibilities. * Self-motivation with ability to work with minimal supervision.EDUCATION AND/OR EXPERIENCE: High School Diploma or GED Certificate is required. Associate's Degree in business or other field related to the assigned department is preferred. Minimum of five years of experience in providing administrative support work and demonstrated knowledge of office procedures and practices is required.CERTIFICATES, LICENSES AND REGISTRATIONS: None required.PHYSICAL DEMANDS: Work is conducted in a dynamic, fast-paced office setting with moderate to loud noise levels from production activity. There may be times where the individual will be in production areas in which safety equipment will be provided and required. The incumbent must be able to walk to and from job sites. Also, the person may be required to work more than 8-hour shifts and weekend work. On occasions the incumbent may be required to lift up to 20 pounds. There may be the need to travel locally up to 10% of the time and/or out-of-town (including air travel) up to 5% of the time with notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.WORK ENVIRONMENT: While in production areas, the individual will be exposed to all weather conditions, noise, dusts and odors. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.