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Administrative Assistant

Design To Delivery Inc is seeking an Administrative Assistant to provide their support for a not-for-profit in Rockville, MD.  This qualified candidate would help the organization with their operations division in an effective and efficient manner, including the successful delivery of key business and operations services, and maintaining productive relationships with their current business partners.

This position will be embedded directly into their sponsor environment and be responsible for supporting the facilities operations as well as ensuring the sponsor site effectively.

This person will work directly with the Project Leaders, Technical Directors (TDs), Program Directors (PDs), and Project Managers (PMs), and corporate business services organizations to help provide administrative and site support to the day-to-day business operations. 

The Administrative Assistant will be tasked to perform office support services to include management of access, schedule, travel, meetings, web document and office operations for groups or an individual manager, in a highly technical environment involving sensitive information.  The daily work hours will be from 8:00 am to 5:00 pm. Occasional after-hours administrative support assignments may be required when coordinated in advance, for example, extended meeting times or special conferences.

Key Functions:

  • Coordinate and arrange meetings involving senior management and government sponsors
  • Perform routine administrative tasks. These duties include, but are not limited to:
    • Arrange and organize meetings, teleconferences/VTC’s/WebEx
    • Coordinate meeting catering 
    • Draft routine correspondence including HR forms
    • Maintain department records, organization charts, and miscellaneous files
    • Arrange travel reservations
    • Prepare employee expense vouchers
    • Answer telephones
    • Distribute mail and packages
    • Arrange for office moves
    • Prepare documents to specified standards
    • Distribute documents
    • Coordinating with security
    • Escorting visitors
    • Provide administrative support if needed during meetings
  • General administrative tasks for the site include, but not limited to:
    • Ordering and stocking supplies
    • Relieve front desk guard for lunch, breaks and as needed
    • Perform reception duties while manning the front desk
    • Help maintain inventory control procedures for equipment entering and exiting the facilities
  • Work with events management team to ensure facility is properly configured for major sponsor events
  • Manage payments and interactions with outside vendors for the facility, as needed
  • Support the organization with light technical editing
  • Plan, attend, and take notes for technical and executive meetings
  • Plan and support VIP Visitor/Meetings
  • Maintain a high level of communication with managers/staff
  • Ensure duties and administrative functions are performed in accordance with policies and procedures
  • Represent the organization in administrative-related meetings
  • Work with management to ensure they can document, update, and maintain processes and technical best practices
  • Conduct basic analysis using MS Excel or other analysis tools to support a variety of administrative and technical tasks
  • Interface with purchasing and/or contracts to obtain cyber-related materials and equipment
  • Organize special events and off-sites as needed
  • Other duties as assigned

Preferred Qualifications: 

  • Ability to interact professionally with senior leaders and senior government officials, exhibiting decorum and discretion always
  • Detail oriented, excellent grammar, spelling, punctuation, editing, organizational and communications skills
  • Exceptional communications will be required to interact frequently with a variety of Sponsor personnel
  • Must be self-motivated, willing to learn new things, detail-oriented, highly-organized, and able to work collaboratively with others

Minimum Education/Experience:

  • Bachelor of Science degree or related experience, or 3 years related experience
  • Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Lync) to include Microsoft SharePoint


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