Administrative Assistant

Administrative Assistant

FM Talent Source is an enterprise that provides business and workforce solutions to help organizations nationwide overcome business challenges. Our clients include federal, state and local government agencies, Fortune 500 Companies, and non-profit organizations. Founded in 2004, we have a strong history of providing recruitment strategies and utilizing effective project and quality management methodologies to ensure our clients success.

We are seeking an Administrative Assistant for a full-time opportunity with FM Talent Source. This is currently a hybrid position with two days in the office. The Administrative Assistant will provide necessary support for tasks in the organization for Project Management Operations Department supporting the implementation of project goals as directed. These include preparing reports, managing schedules, tracking progress, resolving issues, communicating with PMs, staff, etc. The administrative assistant will coordinate tasks needed for other departments such as providing quality assurance, financial coordination support, travel coordination, reporting, administrative assistant tasks, etc.

Job Description

• Provide high-quality customer service support
• Ensure positive, professional working relationships across the departments when collaborating and communicating.
• Schedule appointments and maintain and calendar as needed. Complete administrative tasks such as meeting minutes, preparing reports, scheduling meetings, and maintaining systems
• Support the operations team travel process. Coordinate travel arrangements, prepare itineraries, plan logistics, and support expense reports process
• Screen inquiries, visitors, and correspondence, and route accordingly
• Maintain confidentiality of highly sensitive information
• Manage complex office administrative work requiring the use of independent judgment and initiative
• Support the logistical contracts as needed
• Coordinate with team members to monitor progress on projects and tasks, providing assistance when needed
• Support invoice process, tracking financials, and preparing budget reports
• Support the hiring orientation process
• Maintain and organize files of records related to projects, including meeting notes and correspondence
• Perform quality assurance for outgoing documents
• Create and distribute reports for the department, to include 4DX, Quality, monthly report
• Other duties as assigned

Qualifications

• Bachelor's degree preferred. HS Diploma required.
• Minimum of five (5) years of experience.
• Proficient in Microsoft Office tools (Word, PowerPoint), advanced Excel skills
• Smartsheet use experience, (developer capabilities highly desirable)
• Experience in budgeting desirable
• Experience in contract management desirable
• Must have proficient organizational skills, attention to detail, and the ability to create and maintain tracking processes.

Competencies

• Analytical Thinking: Analytical and critical thinking must be able to proactively anticipate issues and solve problems in advance. Uses intuition and experience to complement data. Sees both the big picture and the details. Ability to work independently in developing and executing.
• Problem Solving: Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Technical Skills: Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Ethics: Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Judgment: Displays willingness to make decisions; Includes appropriate people in decision-making process; makes timely decisions.
• Motivation: Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles.
• Planning/Organizing: Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources.
• Professionalism: Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quality: Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Initiative: Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Looks for and takes advantage of opportunities; Asks for and offers help when needed
• Reliability: Takes responsibility for assignments, available and accessible to support, follows through on commitments, complete tasks efficiently, and maintains consistent performance over time to deliver results.

Compensation Range: The salary range provided is determined by market value, internal equity, and the candidate's experience and qualifications. Offers will be extended within this range, though not all candidates will receive an offer at the upper limit.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or other characteristics protected by law.

JT23