We are seeking an exceptional Administrative Assitant to support the day-to-day activities of our client’s front office. This position is ideal for someone who is driven to be of assistance, very resourceful and motivated to make daily contributions to the team. Our ideal candidate is a detail-oriented, self-starter with the ability to take initiative and work under minimal supervision to obtain desired results. The candidate must be reliable with a flexible attitude and the ability to prioritize workload, handle multiple tasks and meet deadlines in a highly visible environment. Professionalism in
interacting with customers and upper management with strong interpersonal skills are essential.

The candidate must be able to perform the following tasks:

Travel and Training Support

Support the Administrative Officer with the preparation of staff travel and training
Assist with the “Travel Prepare” process that grants permission for employees to travel
Ensure travel is approved within the appropriate time frame to meet deadlines such as registration deadlines for an employee to attend training
Manage the travel workflow process while adhering to all timetables and deadlines
Support employees with all travel arrangements as needed
Follow up on travel and training as needed

On-boarding Federal Employees and Managing Visitors

Participate in federal employee on-boarding process (i.e. meet and greet new employees
at orientation, escort new employees to the division, and introduce new employees to the supervisor they will be reporting to).
Escort visitors for the executives (i.e. set up correspondence, arrival, logistics, meet, greet and escort visitors in the building)
Receive all other visitors by managing the requirements for visitor passes and
ensure appropriate staff is cc’d (as needed)

Conference Room Support

Make arrangements for meetings by reserving conference room space
Manage conference room changes as necessary, assuring that appropriate individuals are notified of changes.
Act as the knowledge base for conference room scheduling
Support staff with reserving conference rooms and provide support to individuals in the office that are unfamiliar with the conferencing system
Act as the main POC for setting up conference rooms for staff, coordinating conference room space and helping staff with different types of conference room requests
Ensure conference rooms are equipped with the appropriate audio-visual equipment and other computer hardware when needed.

Other Front Office Support Functions

Provide back up support for the Administrative Officer to ensure continuous and uninterrupted workflow when the AO is out of the office
Ensure workflow processes are not impacted (by interruptions) when the AO is out of the office
Manage phone assignments and space assignments as it is goes through the different stages in the workflow processes
Serve as primary contact for space, telephone, and other physical needs of the Division of Information Systems
Perform a full range of support functions including greeting and communicating with customers seeking service from the organization
Prepare routine correspondence and respond to routine inquiries from a variety of others within and outside the organization
Perform administrative functions such as committing funds for travel in the financial systems and track travel and training
Receive incoming telephone calls, respond to calls and/or forward to appropriate staff members.

EDUCATION AND QUALIFICATIONS:

College Degree
Responsible and flexible attitude with great communication and coordination skills
Consistent workload management of simultaneous tasks
Ability to maintain a high level of accuracy with attention to detail

A Prentice Ray & Associates LLC

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