Executive Assistant

Executive AssistantScope of Work for DWPF/SS Engineering Administrative AssistantProvide general administrative support to Facility Engineering Manager and Deputy Facility Engineering Manager Maintaining schedule/calendarsSetting up meetingsTracking of time critical assignmentsTracking of completion of routines Safety meeting attendanceRequired trainingOther requirementsAnswering phones/taking messagesFormatting of Word, Excel, PowerPoint and other documentsDistribution of communicationsAdministrative support (backup) to Facility managementAct in capacity of Facility Operations Safety Committee (FOSC) secretary Schedule FOSC meetingsTake and document minutes of FOSC meetingsDistribute FOSC minutesTracking of FOSC action itemsOrdering and maintaining of office supplies, materials, etc.Authentication of documents in SmartPlant FoundationTracking of documents for engineering manager approvalTracking and updating of Plan of the Week (POW) schedule activities for engineeringTracking and updating of STAR and other assignments for Management Review Board (MRB)Design (DCF/DCP) queries for impact reviews, construction estimates, incorporation request, Davis-Bacon calls, etc.)Savannah River National Labs (SRNL) interface for coordination of report reviews, approval, status updates, distribution, etc.Incorporation of amendments for system design description (SDD) documents.Creating STAR items for tracking of critical engineering activities.Assisting with assembly/formatting of annual system health reports and other trending/tracking of system health items as needed.Organizational chart updatesMaintain system matrix current per updates from managers.Copier key operator.Other duties as determined by Facility Engineering Manager or Deputy.The Engineering Administrative Assistant will be assigned to shift 32 (4 x 10 hr Mon – Thu). Initial job duration is 1 year from 3/1/2023 – 2/29/2024. The Admin Assistant will be expected to work on-site but is eligible for situational telework contingent on work performance and facility need.Duties: Provides a variety of administrative, technical, and staff support services to an organizational unit. Support the control and implementation of organizational objectives. Assist with the development and implementation of projects, programs, and/or processes specific to the operating unit served. May serve as liaison with others regarding activities related to objectives, planning and analysis of issues. Follow safety and security procedures. Major Responsibilities: Perform, as a generalist, a variety of administrative and technical functions in the organizational unit by supporting/assisting administrative, technical, and/or management personnel.General office duties as required by Liquid Waste supervision.Manage online calendar schedule for managers.Prepare documents so that they can be scanned into the Document Control (EDWS) system and maintain records.Responsible for ordering office supplies using Puridiom and maintains adequate supplies for management team and support teams.Gather information and prepare weekly, monthly reports and presentations and distribute accordingly.Review and answer correspondence promptly and accurately. Must have the ability to compile, store and retrieve management data, using computer.Organize and proofread documents and emails.Assist with drafting and distributing Facility wide communications.Proficient with Microsoft Word, Excel, Power Point, Microsoft Teams, and File Maker Pro, Software Applications.Establish and maintain filing system.Communicate problems to supervision.Operate copiers, scanners, printers, and other office equipment required to perform assignments.Perform clerical functions such as take dictation, transcribe, compile/arrange and type a variety of interoffice memoranda, letters, reports and other business correspondence.Answer telephone, take messages, relay or record information received and distribute accordingly.Other duties as assigned by management.QualificationsRequired Qualifications:U.S. CitizenMust pass SRS drug and alcohol screening and have had no previous record of drug or alcohol-related convictions.Education: College Degree Preferred (B.S/B.A) High School Diploma or equivalent.Experience/Skills:Five years practical experience in a technical, business or administrative areaAbility to handle multiple priorities while meeting deadlinesComputer Skills to include Excel, Microsoft Word, Microsoft Teams, Filemaker Pro, experience with Asset Suite, Puridiom, and EDWS preferred.Good oral and written communication skillsAbility to work with different levels of management to achieve desired results.Work Hours: A 40-hour work week is scheduled. SRS utilizes various work schedules; including 5/8s (8 hours/day; fives days per week), 4/10s (10 hours/day; four days per week), a 9/80s (9 hours/day, fives days on Week A and 4 days on Week B), or shift schedules. Work week excludes SRS holidays. Each workday has a 30-minute lunch. Normal work location for this position will be an office building.Area Security Access: A security clearance is not required.Additional InformationCORE COMPETENCIESTeamwork – ability to foster teamwork collaboratively as a participant, and effectively as a team leaderLeadership – ability to guide and lead colleagues on projects and initiativesBusiness Acumen – understanding and insight into how organizations perform, including business processes, data, systems, and peopleCommunication – ability to effectively communicate to stakeholders of all levels orally and in writingMotivation – persistent in pursuit of quality and optimal client and company solutionsAgility – ability to quickly understand and transition between different projects, concepts, initiatives, or work streamsJudgment – exercises prudence and insight in decision-making process while mindful of other stakeholders and long-term ramificationsOrganization – ability to manage projects and activity, and prioritize tasksOTHER REQUIREMENTSBusiness Tools – understanding and proficiency with business tools and technology, including Microsoft Office. The ideal candidate is advanced with Excel, Access, Outlook, PowerPoint and Word, and proficient with Adobe Acrobat, data analytic tools, and Visio with the ability to quickly learn other tools as necessary.Commitment - to work with smart, interesting people with diverse backgrounds to solve the biggest challenges across private, public and social sectorsCuriosity – the ideal candidate exhibits an inquisitive nature and the ability to question the status quo among a community of people they enjoy and teams that work well togetherHumility – exhibits grace in success and failure while doing meaningful work where skills have impact and make a differenceWillingness - to constantly learn, share, and grow and to view the world as their classroomBENEFITS AND HIGHLIGHTSAt ProSidian, we invest in our employees to help them stay healthy and achieve work-life balance. Our team members receive a comprehensive benefits package that includes Competitive Compensation, Group Health Insurance Health Benefits, 401(k) Retirement Savings Plan Contributions, Vacation and Paid Time off (PTO) Benefits, Pre-Tax Payment Programs, Purchasing Discounts & Savings Plans, a ProSidian Employee & Contractor Referral Bonus Program, Performance Incentives, etc. Our comprehensive benefits package includes a medical, dental and vision plan. Our growing list of benefits currently include the following:Competitive Compensation: Pay range begins in the competitive ranges with full Gold Level (Tier ProSidian Consulting