Senior Administrative Assistant

Job Description

Job Description

Overview

C2 ALASKA, LLC.

Washington, DC

The Administrative Support III Senior Office of Information Technology shall provide administrative support services to the U.S. Securities and Exchange Commission Office of Information Technology.

Responsibilities

• Performs complex clerical and administrative duties to assist senior officers and managers and professional members of Division or Office that involve confidential or sensitive issues and information, such as tracking and disseminating internal reports and data, filing such reports, providing initial drafts of correspondence and memoranda or proofreading drafts provided by SEC staff
• Facilitates the design and implementation of efficient office workflows, as well as the proactive identification and resolution of administrative needs and challenges.
• Completes SEC forms including time and attendance forms, visitor access requests, desktop publication requests, facilities requests, or office supplies and maintenance needs requests
• Answers and routes telephone calls; appropriately greets caller, records accurate messages, and documents questions or needed follow-up and communicates this to SEC personnel
• Assists the public and/or employees at front reception counter appropriately greets visitors; answers routine questions; locates documents and files
• Arranges video conference meetings and technology set up, and arranges appropriate SEC IT support for teleconferences and video teleconferencing
• Handles, organizes, and distributes both incoming and outgoing mail
• Prints, copies, faxes, scans, assembles, distributes and files documents and maintains files
• Manages the CIO’s calendar, including complex scheduling, prioritization, and calendar conflict resolution.
• Prepares agendas for meetings and prepares meeting schedules; attends meetings to record meeting minutes
• Coordinates CIO meetings, briefings, and executive-level appointments.
• Works with the OIT BMO to handle travel arrangements and expense reporting.
• Maintains and organizes supplies; maintains and stocks office and equipment, as approved by SEC personnel
• Interacts with other Offices and Divisions and outside organizations to obtain and provide information tasked
• From information provided by SEC personnel, prepares communications and arranges for dissemination of agendas
• Reviews and proofreads work products to ensure highest level of quality
• Under the direction of SEC employees as to content, or using syllabuses prepared or approved by the SEC, assists with the update of office forms and procedures
• Helps track CIO action items, IT initiatives, project deadlines, and deliverables as directed or needed.
• Assists with maintaining executive reports, dashboards, and document libraries as directed or needed.
• Updates Division/Office’s administrative portion of sec.gov website, group or office SharePoint site, or other SEC web application
• Types letters, reports, newsletters, and other documents
• Tracks and updates office-level spreadsheets with information and data provided by SEC personnel
• Creates PowerPoint and other presentation materials
• Reviews incoming correspondence and assists with managing workflow, prioritizing projects, and meeting deadlines.
• Reviews the directives given to keep informed of actions taken and pending to note assignments which are conducted.
• Obtains and presents information on a wide variety of subjects. Prepares replies to inquiries or originates other correspondence as required; reviews all documents and correspondence coming into the office for approval or signature.
• Other duties as assigned

Qualifications

• Minimum six (6) years administrative support experience.
• Ability to provide a favorable credit history.
• Successfully pass background and drug screening

Preferred Qualifications

• Bachelor’s Degree from an accredited institution recognized by the US Department of Education

Knowledge, Skills and Abilities

• Possess advanced proficiency in Microsoft Office Professional Sute and MS 365 applications, including Word, Excel, SharePoint, PowerPoint, and Teams.
• Skilled in using word processing and computer software for data entry, information analysis, report generation, and the preparation of forms, documents, and correspondence
• Possess an in-depth understanding of administrative and office support regulations, procedures, practices, and policies
• Experience in standard procedures in a technical discipline gained through advanced training or experience, including extracting information from various sources with careful attention to relevance, source integrity, and material sensitivity.
• Possess strong typing skills to support administrative functions
• Ability to anticipate program support needs and collaborate with cross-functional teams and stakeholders to achieve organizational goals
• Experience in research, analysis, and summarization, consistently delivering actionable insights
• Possess outstanding oral and in written communication skills, fostering effective interactions with individuals at all levels.
• Experience with scheduling and travel management.
• Ability to maintain a professional demeanor and build partnerships with senior executives, managers, and staff.
• Possess attention to detail and be highly organized
• Ability to thrive working in fast-paced environments and efficiently manage multiple competing administrative priorities.

Physical Demands: (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 accommodation may be made to enable individuals with disabilities to perform the essential functions.)

• Sufficient fine motor skill for use of computers, calculator with an ability to withstand repetitive keyboarding for extended periods of time
• Visual, auditory and communication abilities sufficient to perform the essential functions of the job
• Ability to kneel bend and twist at the waist on an occasional basis,
• Ability to push, pull, carry and lift objects weighing up to 20 pounds on a regular basis and more on an occasional basis
• Ability to travel by plane and safely operate a motor vehicle