Aspis Hiring for Administrative Assistant I Job at Washington, DC Full Time

Aspis, LLC, is expanding our team of administrative assistants. We are in search of qualified candidates who may both work directly with our client at their site or remotely. This is not a full-time remote (work from home) position. Candidates must be able to work on-site in Washington, DC. Candidates will be employees of Aspis, LLC, working as a subcontractor on a federal contract that requires the position to be filled by a U.S. citizen.

The Administrative Assistant must demonstrate pro-activeness and initiative. The ideal candidate is personally organized and exemplifies a high level of professionalism in all ways. The successful candidate needs to be comfortable working in a high-paced environment with frequently changing/evolving tasks and goals. Outstanding attention to detail and excellent communication skills are as critical as building effective relationships. This position provides support and assistance to executives that ensure effective use of time and productive interactions with staff and the public. It handles a wide range of administrative and executive support-related tasks involving the clerical, administrative, research, and management roles. It is responsible for schedule management, office management, communication liaison, information preparation, company records management, data analysis, and representing the executive to others. It is technically proficient in office automation software including online collaboration and conferencing software. It handles confidential information and communications. It requires full comprehension and execution of the company’s operations and procedures. It uses discretion and judgment and knowledge of the organization to facilitate the executive’s activities. It works independently within established procedures associated with the specific job function. It receives and interprets feedback to enhance and improve the performance of job duties. Specific tasks may include:

Preparation and Organization

• Preparing materials for reading in advance of scheduled meetings.
• Identifying scheduling conflicts and developing solutions to resolve them.
• Prioritizing meetings and competing priorities based on provided procedures and feedback.

Calendar Management

• Handling schedules for executives and other senior leaders.

Office Support

• Answering telephone and triaging calls based on provided procedures and feedback.
• Ensuring that telephone messages and written correspondence are reviewed daily and that urgent requests are prioritized and dealt with appropriately.
• Receiving guests visiting in-person including greeting them in the lobby, assisting in building passes, and providing internet access information.
• Arranging, testing, and configuring all audiovisual (AV) and technical equipment needed for key meetings before the meeting starts; ensuring that the meeting rooms are ready for meetings so that they are able to start on time with minimum disruption.
• Operating web-based collaboration and conferencing software to facilitate online video teleconferences, presentations, chat, whiteboarding, and related applications.

Documentation

• Creating detailed notes and documents for key meetings (MS Word).
• Building spreadsheets and workbooks (MS Excel) where required.
• Developing presentation materials for key meetings (MS PowerPoint).

Travel Management

• Scheduling, booking, and arranging travel within budget guidelines.
• Provide monitoring and tracking of expenditure on travel by ensuring that monthly travel requests and spending are in line with budgeted forecasts. Ensuring that travel details are accurately recorded in the tracking systems.

Other duties may be assigned