Administrative Assistant

Job Title

US CITIZENSHIP REQUIRED

Summary

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Meeting Coordination & Agenda Management:

• Coordinate with the Chief and/or Acting Chief to develop and finalize OITO meeting agendas.
• Solicit agenda topics from OITO managers and ensure timely responses; follow up as needed.
• Organize and structure agenda items based on time constraints and priorities.
• Distribute approved agendas to primary stakeholders and meeting participants.
• Schedule meetings and send calendar invitations, including optional attendees and presenters.
• Maintain and upload finalized agendas to SharePoint, organized by fiscal year and quarter.

Action Item & Meeting Follow-Up:

• Review meeting minutes and validate captured action items for accuracy and completeness.
• Assign, track, and communicate action items, including due dates and responsible parties.
• Distribute finalized meeting minutes and coordinate updates or revisions as needed.
• Maintain and update Action Item trackers, ensuring transparency and historical tracking.
• Follow up with staff on outstanding action items and escalate as appropriate.

Reporting & Documentation:

• Compile and submit the OITO Monthly Report in accordance with established deadlines.
• Coordinate with managers to collect input and ensure timely submission of report content.
• Consolidate and format reports using standardized templates.
• Maintain organized records of reports, agendas, and supporting documentation.

Briefing & Presentation Support:

• Coordinate with OITO managers to collect monthly briefing materials.
• Compile and format PowerPoint presentations using established templates.
• Ensure briefing decks are complete, accurate, and submitted on time.

Tracking & Administrative Systems:

• Maintain Action Item and Parking Lot trackers to monitor ongoing and deferred items.
• Update tracking tools (e.g., Excel, SharePoint) to ensure accuracy and accessibility of information.
• Support process improvements for tracking and reporting systems.

General Administrative Support:

• Manage calendars, schedule meetings, and coordinate logistics for leadership and staff.
• Draft, edit, and distribute correspondence, emails, and official communications.
• Maintain office files, records, and shared resources in an organized manner.
• Provide administrative support for special projects and initiatives as needed.
• Serve as a point of contact for internal and external stakeholders.

EDUCATION AND EXPERIENCE:

• Experience supporting senior leadership or executive-level staff.
• Familiarity with meeting coordination, reporting processes, and task tracking systems.
• Experience in a government or administrative office environment.

SKILLS, KNOWLEDGE AND ABILITIES:

• Strong organizational and time management skills with attention to detail.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SharePoint.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong interpersonal skills and ability to work effectively with all levels of staff.
• Ability to handle sensitive information with discretion and professionalism.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:

Work Environment characteristics described here are representative of those that must be borne by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job is performed in an office setting with exposure to computer screens and requires extensive use of a computer, keyboard, mouse and multi-line telephone system.

SUPERVISORY RESPONSIBILITIES:

None.

ADDITIONAL QUALIFYING FACTORS:

As a condition of employment, must pass a pre-employment drug screening, as well as have acceptable reference and background check results.

Salary: $55,000.00+ DOE