Administrative Assistant Intermediate

Benefits

• 401(k)
• 401(k) matching
• Competitive salary
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance

Administrative Assistant, Intermediate

Status:
Full-Time

Schedule:

0830hrs – 1700hrs; M-F

Location:

On-Site, Aberdeen, MD 21001

Supervisory:
No

This position will provide a variety of daily administrative and receptionist support tasks across multiple departments and perform a variety of tasks to facilitate functions of the Office of the Chief Operating Officer (OCOO) area of responsibility (AOR). The Administrative Assistant, Intermediate, will be highly proficient with Microsoft Office products and self-motivated about learning new processes. The Administrative Assistant, Intermediate, should have excellent verbal and written communication skills and maintain a professional demeanor.

This On-Site position will be located in the Reception Area of a Department of Defense (DoD) secure locked facility procedures; no remote or hybrid working environment is possible for this position at this time.

• Perform a variety of routine tasks to facilitate the executive administrative functions of the Office of the Chief Operating Officer (OCOO) area of responsibility (AOR)
• Lead Action Officer (AO) for Front Desk/Reception Area actions
• Follow all DoD secure locked facility procedures, to include but not limited to: sign in, sign out, and master key management
• Manage Open/Daily/Closing procedures to include the basic order, cleanliness, and readiness for walk-in visitors of the Reception Area, Restrooms, Conference Room, Chief Executive Officer (CEO)/Chief Operating Officer (COO) offices, and Hallway to Veritech CEO/COO office Areas in accordance with (IAW) the Veritech checklists
• Answer all types of communication timely and professionally; follow up with others to ensure activities are coordinated; arrange internal and external meetings and setup reminders within Outlook’s calendar feature
• Greet all Front Door entrances and exits in a professional manner
• Maintain office inventory, asset tags, and purchasing items in accordance with company policy
• Lead AO for all Administrative Assistant duties not limited to:
  Handle all communications and facilitation of Veritech employee and/or Client needs within eight (8) business hours, or four (4) business hours if Urgent
• Urgent is deemed anything holding any employee back from operational readiness
• The above communication types include:
  Personal email, assigned group emails, United States Postal Service (USPS) mailbox, and facility deliveries and transport packages to United Parcel Service (UPS) and Fed Ex
• Lead AO for all operational archival and/or records management
• Lead AO for all External/Internal meeting preparations and special events IAW the Veritech Very Important Person (VIP) Checklist for the facility
• Prep full facility for visits (i.e. supply set up, refreshments, toiletries). All should be “Dress Right, Dress”
• Update and maintain the Operations Quality Manual (QM1018) in physical and digital form
• Provide thorough Meeting Minutes to all requested business meetings and trainings
• Create, analyze, maintain, and improve task management and administrative procedures including receiving and consolidating task inputs for submission and closure, generally involving work of a confidential nature
• Articulate business needs and translate them into administrative solutions across the full MS Office Suite tools towards drafting, preparing, reviewing, and/or proofreading documents, emails, or graphics according to established company guidelines
• Draft all public website, Linked In posts, press releases, and/or Canva graphics for approval, then post
• Draft ghost emails, as requested, ensuring to include the Bottom-Line Up Front (BLUF), attachments, 5
  
  Ws, associated costs, websites, points of contact (POCs), and miscellaneous notes
• Provide initial research to accomplish new or existing mission efforts
• Adhere to established procedures, policies, and best practices developed by the company
• Proofread typed documents against source documents and assemble a final product for review, authentication, or other disposition, to…