Administrative Assistant

Overview

The Administrative Assistant position provides principal administrative support in a professional environment to the Operational Evaluation Division (OED) research staff members. An Administrative Assistant performs a variety of administrative duties requiring knowledge of the organization, programs, and procedures related to the function of the office. Responsibilities include, but not limited to, extensive use of computers and appropriate software for production of complex technical and statistical documents, assembling data, utilizing preset templates and formatting reports, preparing charts and graphs. The nature of this work is deadline and precision oriented.

Responsibilities

• Utilizes Word templates and formatting styles to help prepare documents and deliverables on a timely and accurate basis. Provides editorial support for documents distributed internally and externally.

• Maintains working and collaborative relationships with other organizational support functions, such editorial staff and publications coordinator, to ensure timely, accurate processing of reports for final drafts, reviews, and distribution.

• Responsible for requesting incoming and outgoing visit access requests with appropriate security personnel. Maintains project schedules, travel plans; assures that travel arrangements, security requirements, and administrative support are properly accomplished; coordinates all necessary forms. Responds to both routine and non-routine telephone inquiries with standard answers or by referral to appropriate staff member.

• Assists with meeting preparation to include, scheduling conference rooms, calendar coordination, requesting a/v needs, catering, hybrid meeting support (Zoom) and registration tasks.

• May scan and sort incoming mail and interoffice correspondence; may retrieve and attach background material before distributing.

• Maintains recurring internal reports, and other types of data as requested; establishes and maintains files as directed; follows up on pending matters to assure that schedules are met; maintains office supply inventory.

• May utilize spreadsheet, graphics or database software programs; also, may maintain information systems and databases. Operates standard automated office systems and equipment to include electronic mail, conference room scheduling, internal automated systems, copy machine, and scanning equipment. May serve as technical resource for other staff members on software questions and issues.

• Performs other duties as assigned.

Qualifications

• A minimum of a high school diploma or equivalent with 3+ years of experience in an administrative support capacity; OR an Associate's degree coupled with 2+ years of experience; OR a Bachelor's degree coupled with 1+ year(s) of experience (preferred).

• Experience handling proprietary or sensitive information in a corporate environment.

• Intermediate experience using Microsoft Word, Excel, PowerPoint, and Outlook and Adobe Acrobat.

The ideal candidate will have the ability to:

• Communicate effectively (orally and written) across various levels of external and internal leadership, staff members, and stakeholders

• Monitor and manage competing priorities and deadlines

• Work as a team and independently

• Accept and internalize constructive feedback from peers and management

• Successful completion of a background check is required.