Greeting all visitors entering the Front Office’s area, providing initial information, as appropriate;
Managing multiple individuals’ calendars; responding to and/or initiating meeting requests;
Coordinating and arranging logistics with visitors, to include building access and escorting;
Coordinating and scheduling meetings, presentations, briefings, etc., between the customer’s office and other offices across the Bureau and providing recommended dates, times, locations;
Organizing and preparing for meetings, to include requesting and distributing read-ahead materials, resolving scheduling conflicts, sending reminders, attending designated meetings and taking meeting minutes;
Drafting, reviewing, and sending communications on behalf of the Front Office leadership team;
Assisting with drafting, reviewing, issuing, and tracking memos, briefing materials, taskers, or other official documentation with the office’s senior leadership;
Answering and responding to phone calls on behalf of the office, to include transferring calls to the intended recipient;
Taking detailed notes from visitors or callers and relaying them to the intended audience in a clear manner and actionable;
Coordinating, organizing, and documenting administrative process improvements;
Assisting with the planning, preparations, and execution of office social activities, team-building events, holiday parties, etc.
Representing the customer in all interactions with visitors, government employees, etc.;
Other general administrative tasks, as assigned.
Required Qualifications For The Documentation Specialist Include
5+ years of experience as an Administrative Assistant for senior-level executives and/or government leadership;
Proficiency with Microsoft Office, to include using SharePoint sites for document storage and collaboration;
Excellent skills in communication, documentation, organization, and multi-tasking;
Exudes calmness under pressure;
Strong attention to detail, to include strengths in proper grammar, punctuation, and writing skills;
Additional Requirements For All Levels
Experience at working both independently and in a team-oriented, collaborative environment; and
Excellent communicator with strong customer focus.
Hours
Available to work 5 days/week onsite, standard business hours
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Management and Manufacturing
Industries
IT Services and IT Consulting
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