Administrative Services Support

Job Description

Job Title:

Administrative Assistant - Renewables and Clean Power Location-Reston,VA Duration-12 Months

Telework:

(4 days office, 1 day telework)

Job Summary:

Client is hiring an Administrative Assistant that will support our Renewables and Clean Power team. This position will be based in the Reston, VA office. Work Schedule will be Monday through Friday;

Telework Type:

Full-Time in office. This position is designated as part-time telework per our global telework policy and will 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.

Major Responsibilities:

• With a thorough understanding of Client's organizational structure, functions, and procedures, receives and screens phone calls and visitors on behalf of the office of the Renewable & Clean Power GM and Operations Manager and directs them appropriately.
• Coordinates requests from the department and other organizations.
• Determines action on important or emergency matters.
• Redirects to appropriate individuals in the absence of a manager.
• Keeps abreast of key issues, commitments, and priorities of the managers. Independently maintains the managers' calendars, regularly scanning for conflicts and resolving conflicts appropriately. Maintains Renewable & Clean Power Leadership (long-term planning) calendar and Outlook calendar for current and subsequent years.
• Maintains a file of important matters for the managers' attention upon return.
• Follows up to ensure action items have been completed.
• Works collaboratively with the other members of the Renewable & Clean Power Leadership team to ensure alignment and execute high-priority tasks.
• Completes work assignments independently and ensures coverage when absent from the office.
• Plans and coordinates general office services and other assignments as required, in collaboration with others.
• Arranges for special couriers (FedEx/UPS/etc.) and media services support, as necessary. Collects, reviews, and distributes incoming hard copy and electronic mail.
• Independently handles mail not requiring the managers' attention. Reviews for accuracy and format all outgoing documents and prepare for the appropriate manager's signature.
• Coordinates complex international and domestic travel arrangements, including detailed business plans and travel itineraries.
• Modifies travel as necessary and provides updates to all impacted parties.
• Prepares detailed expense reports.
• Coordinates internal and external meetings, arranging for facilities, equipment, conference calling services and catering.
• Manage internal and external visitors by notifying security with names and expected arrival dates and times.
• Welcome and escort guests and arrange temporary workspace, as necessary.
• Keep track of office supplies and order as needed. Manage and maintain distribution lists for Renewable & Clean Power business.
• Manage Renewable & Clean Power team hoteling desk and office assignments.
• Act as gatekeeper for the Renewable & Clean Power Executive Conference Room Provide support for Renewable & Clean Power team as necessary.

Education and Experience Requirements:

• Minimum of 6+ years of related experience.
• Associates degree or related technical training preferred.

Required Knowledge and Skills:

• Must have atleast 7+ years of Administrative/Secretarial experience obtained in the past 10 years - with some of this experience being with Client preferred.
• Must have a combined minimum of 5 years experience (administrative or secretarial) and/or advanced coursework in courses requiring strong writing ability.
• Proven ability to maintain the confidentiality of the strictest nature.
• Effective team player, with strong interpersonal and customer service skills.
• Ability to work flexibly and collaboratively across all levels of the organization.
• Demonstrated professional reception and telephone practices.
• Working knowledge of Client's organizational structure, functions, and procedures. Advanced oral and written communication skills required.
• Advanced skill in Microsoft 365 (advanced 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 Travel arrangements and coordination in, both domestic and international.
• Advanced skills in Concur.

Applicant Notices & Disclaimers For information on benefits, equal opportunity employment, and location-specific applicant notices, click here At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position's starting pay is: $44.05/hr.