Executive Assistant CL

Executive Assistant

Scope of Work for DWPF/SS Engineering Administrative Assistant

• Provide general administrative support to Facility Engineering Manager and Deputy Facility Engineering Manager
• Maintaining schedule/calendars
• Setting up meetings
• Tracking of time critical assignments
• Tracking of completion of routines
• Answering phones/taking messages
• Formatting of Word, Excel, PowerPoint and other documents
• Distribution of communications
• Administrative support (backup) to Facility management
• Act in capacity of Facility Operations Safety Committee (FOSC) secretary
• Schedule FOSC meetings
• Take and document minutes of FOSC meetings
• Distribute FOSC minutes
• Tracking of FOSC action items
• Ordering and maintaining of office supplies, materials, etc.
• Authentication of documents in Smart Plant Foundation
• Tracking of documents for engineering manager approval
• Tracking and updating of Plan of the Week (POW) schedule activities for engineering
• Tracking 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 updates
• Maintain system matrix current per updates from managers.
• Copier key operator.
• Other duties as determined by Facility Engineering Manager or Deputy.

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.

Required Qualifications:

• U.S. Citizen
• Must 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 area
• Ability to handle multiple priorities while meeting deadlines
• Computer Skills to include Excel, Microsoft Word, Microsoft Teams, Filemaker Pro, experience with Asset Suite, Puridiom, and…