Ecompex, Inc Hiring for Lead Administrative Professional Job at Arlington, VA Full Time

ID: 1242
Location: Arlington, VA
Department: Administrative

Why join Ecompex?

At Ecompex, we are more than a business – we are a team of professionals. We are an energetic, dynamic company that prides itself on quality and is constantly growing and expanding. Among reasons that we are an industry leader is because of our talented, motivated, and hardworking team of professionals. If you enjoy challenges and want to be part of a successful professional services and technology leader, then Ecompex has a place for you. Ecompex values its employees.

Benefits:

Ecompex offers a competitive benefits package for all Full-Time employees, including:

• Health Insurance (3 medical plans, dental and vision, nationwide network)
• Life Insurance (free policy for all employees)
• PTO (15 days per year)
• Holidays (paid time for all federal holidays)
• Reimbursement for tuition and training
• 401(k) Plan with employer matching
• Employee assistance program

Position Description: Lead Administrative Professional

Ecompex, Inc. is currently recruiting a Lead Administrative Professional to provide the U.S. Air Force Research Laboratory Office of Scientific Research (AFOSR) Contracted Administrative Services. The Lead Administrative Professional will directly support and interact with AFOSR senior leadership on a variety of tasks necessary to support the administration of research portfolios. AFOR’s investment and funding processes require substantial meeting logistics support, materials development, proofreading, and tracking, financial management documentation and process support, and travel coordination for workshops and site visits. The ideal Lead Administrative Professional will be detail-oriented and possess experience managing personnel who are responsible for the execution of the routine, repeatable administrative tasks and processes.

Primary work location will be in Arlington, VA.

Full-Time, Salaried position. Approximately 40 hours per work week.

Minimum Qualifications: Lead Administrative Professional

• A Bachelor’s degree and a minimum of five years of directly applicable military or government agency administrative support experience or a high school diploma and eight years of directly relevant administrative experience in the military or a government agency
• Private sector administrative experience is beneficial and will be considered, but not factored as heavily as direct experience in military or government agency settings

Desired Qualifications: Lead Administrative Professional

The ideal candidate will possess the following knowledge, skills, and abilities:

• Has a proven record of accomplishment with effectively providing executive administrative support functions, including the potential for some tasks required outside of regular hours (AFOSR is a global organization and so calls or meetings may require coordination or support across time zones; at least 72 hours’ prior written notice will be provided for requests of this nature)
• Experience with Defense Travel System (DTS) authorization and vouchers and processes, including familiarity with Joint Travel Regulations
• Experience with standard, modern office systems and equipment such as Microsoft Office suite of products (Outlook, Word, Excel, PowerPoint) and Fax machines, copiers, printers, scanners, and office phone and voicemail systems
• Ability to effectively communicate at senior levels within a customer organization
• Can instantiate and maintain a team commitment to process execution and improvement, quality assurance and control, and exceptional customer service
• Experience managing calendars, email accounts, distribution lists, and travel coordination for a military service HQ or command, and experience communicating and mitigating potential schedule conflicts or risks

Required Skills: Lead Administrative Professional

• Extensive use of all Microsoft Office suite of products and standard office equipment such as phones, fax machines, copiers, printers, and scanners, as well as equipment necessary to support in-person and remote meeting capabilities
• Strong communication skills and business acumen to deal with stakeholders at all levels
• Excellent troubleshooting skills
• Must be a U.S. Citizen or legally authorized to work in the U.S. and able to pass a rigorous background investigation to be placed in a position of Public Trust
• Ability to communicate effectively, both orally and in writing

Responsibilities: Lead Administrative Professional

Duties include, but are not limited to:

• Directly support AFOSR leadership with receptionist responsibilities including answering phones, taking messages, transcribing voicemails, routing messages appropriately, sending and receiving Fax communications, making photocopies, scanning documents, and other standard administrative tasks as requested (e.g., meeting set-up, tracking invites)
• Perform administrative review and proofreading of documents and briefings for proper spelling, format, and grammar against provided templates
• Coordinate and assist in the execution of meetings, workshops, and events both in-person and remote (e.g., scheduling, creating and tracking invitations, creating and distributing agendas, collecting briefings and documents, travel orders, meeting set-up, hosting and on-site support; note taking and meeting minute creation and distribution, and tracking action items)
• Manage shared email accounts, distribution lists, and calendars, as well as Leadership personal calendars and schedules (e.g., avoid conflicts and maintain Leadership awareness of key dates, events, and milestones)
• Provide Defense Travel System (DTS) authorization and voucher Non-DTS Entry Agent (NDEA) support
• Collect, compile, document, and distribute input for quarterly and annual reviews, site visits, and other events
• Assist in the administrative and logistical preparation and execution of AFOSR reviews and workshops, such as meeting setup (physical and virtual), agenda preparation, coordination of speakers, preparation of invitational travel orders, agenda tracking, providing notes or meeting minutes, and tracking action items
• Identifying and collecting required documents, uploading documents into business systems, verifying funds availability based on approved budgets
• Coordinate technical inputs from applicable AFOSR personnel and provide responses in the requested format (e.g., memo, spreadsheet
• Manage shared calendars, group email accounts and distribution groups, coordinate travel, and perform other administrative support functions as requested.

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EEO Employer/Protected Veteran/Disabled.

Ecompex is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity, or any other characteristic protected by law. VEVRAA Federal Contractor.

Ecompex has a desire for priority referrals of protected veterans. Ecompex, Inc. is compliant with requirements of 41 C.F.R. § 60-1.4(a)(3). This regulation protects applicants and employees from discrimination based on inquiring about, disclosing, or discussing their compensation or the compensation of other applicants or employees.

Ecompex, Inc. participates in the E-verify program as required by federal law.

Need Assistance? If you believe you need a reasonable accommodation in order to search for a job opening or to submit an application, please contact Ecompex at 703-288-3382 or [email protected]. Please indicate the specifics of the assistance needed.

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