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Executive Administrative Assistant

Albuquerque, NM
Responsibilities:
  • Proficient use of all Microsoft Office applications (Excel, Outlook, PowerPoint and Word) and other software applications for word processing, data entry, composing, preparing, assembling correspondence, briefings, and reports
  • Draft, review, provide technical editing and/or finalize formal correspondence
  • Format letters and memos in proper correspondence form, and, in some cases prepare the first draft
  • Review documents for coordination or concurrence, for accuracy and completeness, conformance with style, format, or procedural requirements and guidelines
  • Answering phone for SFO Admin Pool and Manager’s Office
  • Review, screen, control, maintain records, and coordinate responses on incoming and outgoing correspondence
  • Track, file and scan documents
  • Establish and/or maintain office files and databases, including electronic data files consistent with standard file storage/structure methodologies
  • Plan and coordinate the mail functions for mail/parcel services (e.g., UPS, Fed Ex), and courier services, to include pick-up and drop off of mail and parcels, and distribution/physical delivery to all office individuals
  • Manage office filing and record systems; and make changes to these systems to keep them current
  • Provide support to ensure proper record management of various documents
  • Provide photocopying, mailing and coordination of documents
  • Coordinate, distribute and maintain facsimile records, and operate digital sender and/or on fax machines
  • Document (scan/copy/file) and track the organization’s action items and incoming/outgoing correspondence through the SFO’s ePegasus system
  • Provide support in responding to or preparing for internal or external audits
  • Provide administrative support to facilitate the NNSA's programmatic activities
  • Prepare various briefing materials
  • Prepare travel authorizations and vouchers
  • Make travel arrangements (i.e., air, car rental, hotel, etc.)
  • Set up conference rooms for specialized meetings
  • Set up video-teleconferences
  • Schedule and/or set up teleconferences (including phone bridges)
  • Schedule and reserve location(s) for meetings
  • Assist in the preparation and tracking of SNL Site Service requests
  • Assist in the coordination of moves
  • Assist in the coordination of phone services
  • Assist in managing the office supplies inventory by preparing weekly supply orders and/or special orders
  • Maintain GSA vehicle logs and schedule vehicle maintenance as required
  • Assist with tracking of various Memorandum of Understanding (MOU)/Memorandum of Agreement (MOA), and
  • Assist with Delegations of Authority and Designations
  • Other administrative duties as assigned
Requirements:
  • Bachelor’s Degree from an accredited university
  • Must have an active Security Clearance
  • Interpersonal skills such as customer service and teaming abilities are necessary.
  • Discretion, professionalism, good judgment, organizational ability, initiative, and the ability to work independently
Strativia understands that our staff is our number one asset. Therefore, we provide competitive salaries and health benefits along with a robust training and development plans to help ensure that our employees are happy and motivated. If you are interested in the opportunity above please contact us and join a dynamic, fun and, fast growing organization.
 
Strativia is an Equal Opportunity Employer and strives for diversity. Strativia in accordance with applicable law, does not discriminate in hiring or otherwise in employment on the basis of race, color, religion, sex, national origin, age, marital or veteran status, disability, sexual orientation, or any other legally protected status. EOE/AA/Vets

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