Administrative Assistant

About This Role

The Administrative Assistant will play a crucial role in supporting the department and managers at Ocean Bay, LLC, a Federal Government Contractor, by facilitating efficient operations and providing a wide range of administrative and office support activities.

Responsibilities

• Use judgment and initiative to navigate non-routine administrative situations and adapt guidelines.
• Compose correspondence on administrative matters and general office policies for supervisor's approval.
• Anticipate and prepare materials for conferences, appointments, meetings, and telephone calls.
• Read and refer important publications, regulations, and directives to the supervisor and staff.
• Prepare special or one-time reports, summaries, or replies to inquiries by selecting relevant information from various sources.
• Advise secretaries in subordinate offices on new procedures, request information, and reallocate clerical staff as needed.
• Receive and direct visitors and clients, and manage inbound phone calls.
• Handle requests for information and data, and resolve administrative problems.
• Prepare and modify documents including correspondence, reports, memos, cables, and emails.
• Schedule and coordinate meetings/appointments for managers/supervisors, and keep them informed of changes.
• Record, compile, transcribe, and distribute meeting minutes.
• Open, sort, and distribute incoming correspondence, and coordinate outgoing mail.
• Maintain office supply inventories and coordinate office equipment maintenance.
• Coordinate employee moves and workstation setups.
• Prepare statistical reports and manage spreadsheets.
• Coordinate travel arrangements, prepare itineraries, input travel authorizations, and process travel vouchers.
• Relay directives, instructions, and assignments to executives.
• Maintain hard copy and electronic filing systems, and manage attendance and leave records.
• Perform routine audits of databases and files.
• Perform general administrative activities, facilities/space management, customer support, resource distribution, acquisition support, and human resources support.

Requirements

• High School diploma or equivalent
• Minimum of 3 years of relevant work experience
• Ability to work as part of a team or independently with minimal direction
• Strong oral, written, and interpersonal skills; excellent proofreading skills
• Ability to multi-task; detail-oriented; observant and able to anticipate operational needs
• Good problem solver and able to handle difficult situations
• Knowledge of clerical and administrative procedures and systems such as filing and record keeping
• Ability to be flexible and adaptable in a variety of situations
• Experience with Microsoft Teams and SharePoint management
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook)
• Knowledge of applying analytic methodologies and principles to address program needs
• US Citizen with the ability to obtain a US Government security clearance
• Successful Pass of Ocean Bay, LLC Background Investigation Drug Screening and Credit Check

Qualifications

• High School diploma or equivalent
• Minimum of 3 years of relevant work experience.

Skills

* Required skills

Benefits