Administrative Assistant III

Position Title

Administrative Assistant

Washington, D.C., District of Columbia, 20005

12 Months (Potential Extension)

Onsite

Responsible for all administrative functions for a Vice President of a department at our organization: answering phones, calendar management, scheduling travel and facilities requests, processing expense reports, meeting/event planning, maintaining distribution lists, and preparing documents or presentations from source materials, handling teleconferencing, and acting as a liaison for remote access issues. The administrative functions also include assisting with key office management tasks (e.g., inventory management, deliveries).

Smaller DC office (~20 employees) with high-visibility leadership interactions and C‑Suite visitors. New hiring location for this support function.

• Provides advanced administrative support to the Vice President of a Department and other key leadership. May provide backup support to other staff as needed.
• Uses intermediate to advanced software skills to perform assigned work. Uses and understands Microsoft Office Suite and other business‑specific software, including Corporate Travel website and other programs.
• Maintains and manages calendars, including meeting and travel scheduling and domestic and international travel arrangements.
• Proactively identifies and resolves scheduling conflicts.
• Processes reports and applications as needed and in a timely manner, including expense reports.
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and legal guidelines.
• Proactively monitor and maintain inventory for the office kitchen and supplies.
• Serve as the key point of contact for office visitors, providing a professional conduct that aligns with the company's executive standards.
• Follows company purchasing and other established procedures.
• In coordination with the Vice President, assist in organizing meetings, including drafting agenda, organizing meeting materials and resources and coordinating any catering/meal needs.
  * Coordinates new employee office setups and onboarding.
• Professionally interacts with high-level executives.
• Consistently handles confidential or business‑sensitive information.
• Works cross‑functionally across office departments to ensure team IT and system needs and requirements are addressed.

• Minimum 5-7 years of administrative assistant related experience. High School diploma or equivalent. Experience providing support to a VP level or equivalent.
• Intermediate to advanced knowledge of Microsoft Office 365 (Outlook, PowerPoint, Word, Excel, Teams, SharePoint, and One Drive), Kofax Power PDF/Adobe Acrobat, and an understanding of business processes and requirements.
• Proactive self-starter able to function at a high level with general instruction.
• Build strong relationships with peers and cross‑functionally with partners outside of the assigned group as necessary to enable effective team operations.
• Team‑oriented, can‑do attitude, and desire to be a productive contributor to the overall organization.
• Learns quickly and can change course quickly when needed.
• Open to suggestions and innovation for improvement.
• Professional demeanor and ability to maintain confidentiality.