Executive Administrative Assistant

Type: Full Time

Location: Atlanta, Georgia

Overtime Exempt: No

Reports To: ARMADA HQ

Security Clearance Required: Secret; or the ability to obtain

*******************CONTINGENT UPON AWARD**************

The Executive Administrative Assistant will perform high-level executive and administrative duties in support of the Regional Director (RD). Key responsibilities include initiating special reports, composing routine correspondence, compiling statistical and/or budget information and communicating with personnel at all levels, including regionally and nationally, in order to gather, record, and convey information.

Duties & Responsibilities:

• Composes, types, and enters information into the computer. Enters data from paper form into computer database and/or electronic spreadsheets.
• Maintains the Regional Director's calendar, reminding him of upcoming events, meetings, and/or deadlines.
• Drafts and prepares correspondence, spreadsheets, other written documentation; copies data as necessary; and files records accordingly.
• Receives, sorts, and distributes incoming mail, separating documents for distribution, as appropriate; and photocopies documents using copier. Prepares outgoing mail for delivery, to include overnight, express, or courier services (as required).
• Manages the calendar for the executive conference room and associated phone line.
• Sets up meetings and/or conference calls. Attends meetings as requested. Prepares and distributes agenda, as needed; takes minutes/notes on meetings' activities; distributes minutes to appropriate personnel. Coordinates and distributes interoffice communications.
• Makes travel arrangements as tasked and/or arrange for off-site meeting facility(ies). Supports regional emergencies, taskings, or projects as directed.
• Collects and forwards Government-Owned Vehicle monthly reports, as required.
• Assists FPS and other contract personnel in the maintenance, purchase and dissemination of routine supplies.
• In the Branches' and/or Districts' Administrative Assistants' absence, act as liaison between FPS regional personnel and DHS helpdesk in support of IT, telephone and other services. This will include the initiation, follow-up, resolution and close-out of trouble tickets or helpdesk requests.
• Serves as timekeeper for assigned area of responsibility. Also serves as back-up or alternate timekeeper throughout the Region 4. Required to validate the timecards of federal FPS employees only with the approval of Task Manager or, in their absence, another federal supervisor.
• Assists RD with preparing, reviewing and editing executive correspondence from different areas within DHS, NPPD, FPS and/or other agencies or private organizations.
• Monitors incoming HQ-assigned ESTT suspense items to ensure all deadlines are met. Receives, reviews, and collates suspense responses from Deputy Regional Director(s), District Commanders, and/or Branch Chiefs. Prepares correspondence, reports, graphs, and charts. Performs research as required.
• Assists Regional Freedom of Information Act representative in responding to FOIA requests.
• Assists with personnel actions pertaining to employee reassignments and hiring actions.
• Assists Regional Training Program Manager with the development of PowerPoint presentations. Reviews, edits, and routes Requests for Training received from the Branch Chiefs and District Commanders to the Regional Training Program Manager. Coordinates with the Mission Support Branch to funding for individual or group training costs. Maintains training calendar for Region 4.
• Demonstrates proficiency in Microsoft Windows-based computer software and is familiar with basic computer programs to include Microsoft Office Suite. Accurate grammar, typing, and attention to detail are required. Must have ability to compile and organize reports. Contractor shall use conventional office equipment and associated supplies provided by the Government (desk, filing cabinets, telephone, facsimile, computer system, intercom system, photocopier, paper, pens, pencils, staples etc.).
• Other duties as assigned

Knowledge, Skills, and Abilities (KSAs):

• Ability to use a personal computer and various software applications, including (but not limited to):
• Databases used to track organizational information.
• Accurate typing skills with a minimum speed of 40 words per minute.
• Proficiency in Microsoft Office computer software applications, including Word, Excel, PowerPoint, SharePoint, Visio and Access.
• Establishment and maintenance of a comprehensive file system.
• Possess knowledge of procedures to formulate, compile, and organize documents and reports.
• Must possess knowledge and skill in oral communication, interpersonal skills, and written communication.
• Ability to coordinate varied administrative projects simultaneously.
• Must possess problem solving skills and be able to conduct independent research.

Minimum Education and Experience:

• An AA, BS or BA degree is highly preferred
• OR in lieu of degree five (5) years of experience as an Administrative Assistant/Secretary assisting Administrators at/or equivalent to the GS-14 and GS-15 grade level.

Disclaimer:

The above information has been designed to indicate the general nature and level of work to be performed. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of the contractor assigned to this position. Applying: If you feel you have the knowledge, skills and abilities for this position visit our careers page at www.armadausa.com .

Special Notes: Relocation is not available for these jobs.

ARMADA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. ARMADA complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Must be able to successfully pass a background check, and pre-employment drug testing. Job offers are contingent upon results of background check and drug testing.