This opportunity is a front desk role and provides direct support to the client's Special Assistant while working in unison with a fellow Administrative Assistant with the same job description/duties. The Administrative Assistant is responsible for directing and managing the flow of visitors through the executive suite, incoming telephone calls, and general administrative functions in support of the Front Office and subordinate divisions.
Serves as a receptionist and when required controls access to the executive suite;
Greets and directs visitors;
Manages and arranges conference rooms and bridge lines (for conference calls);
Requests initiation and withdrawal of facility/door access and logical (IT) access;
Identifies, orders, tracks, receives, inspects, delivers, and stores supplies;
Identifies, orders, inspects, and tracks services;
Liaises with facilities manager(s);
Accepts and directs incoming calls;
Serves as a resource for members to leverage to improve effectiveness/efficiency;
Knows processes, procedures, and people external to make things happen that enables the office to achieve more (efficiency and effectiveness);
Maintains, upgrades, and expands standard operating procedures (SOPs);
Performs analysis on various tasks to ensure actions are thorough, effective and efficient;
Maintains general awareness of the Director, Deputy Director and CA/Deputy Assistant Secretary/Resources’ calendars to render assistance when appropriate;
Utilizes SharePoint, Microsoft Office 2010 (PowerPoint, Excel, and Word), Outlook, and additional standard office software in performance of duties.
Maintains professional appearance and demeanor commensurate with working in an office with two senior leaders and their visitors.
Displays the highest standards of professional courtesy and manners at all times when working with individuals at all levels.
Utilizes best practices and standards as outlined in the Foreign Affairs Manual.
Works under limited supervision and with considerable latitude for the use of initiative and independent judgment.
Complies with the Director’s guidance, and with business and policy directives.
Ensures all work activities are performed in a timely and cost effective manner while maintaining the highest quality of performance.
Analyzes each assigned non-routine task and provides feedback on the level of effort required to accomplish the task, estimated time required to complete the task (which includes consideration of competing demands on the man hours available), and associated risks.
Analyzes risks associated with each non-routine task and provides the results of this analysis and includes risk mitigation and/or risk avoidance strategies.
Strong interpersonal and relationship building skills
Impeccable organizational and time management skills
Excellent verbal and written communication skill
Comfortable working with senior leaders and their visitors
Ability to work under limited supervision and with considerable latitude for the use of initiative and independent judgment.
Working knowledge of SharePoint, Microsoft Office 2010 (PowerPoint, Excel, and Word), and Outlook
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