General Summary: This role will provide high-level administrative support to the assigned Executive leadership and other senior staff.
Essential Job Functions:
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Develop and Edit Documents.
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Develop reports, briefings, memos, supervisory communications, telephone trees, personnel lists and organizational charts.
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Develop and edit documents that include research and editing for spelling, content, grammar, etc. and shall be completed in compliance with office
procedures. These documents may be developed from statistical information, draft memos or rough notes/drafts in hard copy or email.
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Screen all correspondence prepared for Government’s signature for construction, format, completeness, and proper coordination.
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Maintain, Coordinate and Track Documents as needed.
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Document and post public information on the Center’s Internet and Intranet.
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Maintain, coordinate, track, and file documents in correct locations.
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Receive and Direct Communications and Inquiries (phone calls, voicemail, faxes, e-mail, postal mail and express mail).
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Distinguish between priority and routine matters researches and assembles materials independently responds to various inquires.
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Provide support for status updates, due date reminders, and procedural policies.
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Track time sensitive emails and answer ringing phones, provide information as known, and direct phone calls.
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At times there may be information provided that may require a high knowledge level of interpretation to answer inquiries. Phone calls should be answered and directed to include those that roll over when other lines are not answered. If unable to provide the information, the call should be transferred the caller to an employee who can.
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Send and receive letters, mailings and packages via USPS, FedEx, and other delivery methods.
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Provide Meeting and Schedule Support and assist with coordination, organization, implementation of meetings.
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Receive meeting or event attendants, schedule meetings in conference rooms, notify individuals of meetings, and provide reminders before meetings.
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Schedule support includes maintaining multiple calendars and scheduling meetings, conference calls, etc.
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Complete registration for conferences and trainings to include coordination with other program offices.
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Acts as liaison with key Office, Center, Agency, and Department officials by transmitting information and instructions regarding progress on assignments.
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Maintain and store files as needed.
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Scan, send, receive, file and distribute as necessary.
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Troubleshoot minor office and electronic repairs (toner replacement, paper jams, iPhone troubleshooting, ERIC ticket requests, etc.). Contact the proper vendors and schedule service if unable to bring the equipment to working condition.
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Meet and greet visitors as well as direct visitors to where they need to go.
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Escort visitors as necessary or provide directions. The types of visitors received and directed include industry, academic, agency officials, and the general public.
Education Requirement: Bachelor’s degree.
Experience Requirement: Minimum four (4) years of general experience of which three (3) years is directly related.
Other Requirement(s): This position requires U.S. Citizenship or a Green Card holder and the ability to obtain and maintain a Government public trust level security clearance. For a candidate that is a Green Card holder, they must have lived in the United States for at least three out of the past five years prior to your application date. You will also meet the residency qualifications if you lived abroad while on government or military duty or if you were a dependent of a federal employee of military member.
Performance Requirements:
- Exceptional verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Exercises discretion and good judgement in all things, especially regarding sensitive or confidential matters
- Extremely proficient in Microsoft Office Suite
- Exceptional organizational skills and attention to detail.
- Ability to function well in a high-paced and at times stressful environment.
- Extensive knowledge of office administration, clerical procedures and recordkeeping procedures.
- Ability to work independently.
- Ability to establish and maintain effective and positive working relationships with all staff and visitors.
Equipment Operated: Standard office equipment including computers, fax machines, copiers, printers, telephones, etc.
Work Environment: Work performed in an office environment. Involves frequent contact with staff and customers.
Mental/Physical Requirements: Manual dexterity for office machine operation; stooping, bending to handle files and supplies, mobility to complete errands or deliveries. Must be able to remain in stationary position for extended periods of time. Stress can be triggered by multiple demands and deadlines.
Diversity, Inclusion, & Engagement at Brillient:
At Brillient, we not only accept difference, we promote it, we embrace it, and we thrive on it for the betterment of our clients, our employees, and our culture.
We are proud to be an equal opportunity workplace and an affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or any other status protected under applicable law.
DISCLAIMER: The above statements are intended to describe the general nature and level of work performed. They are not intended to be an exhaustive list of all responsibilities, duties, skills, efforts, requirements, or working conditions. Management reserves the right to revise the job or to require that other or different tasks be performed as assigned in accordance with business demands and/or contractual requirements.
