Executive Assistant

Location: Silver Spring, MD
Date Posted: 04-04-2018
FosterThomas, a Mid-Atlantic Staffing and Recruiting Firm, is leading the recruiting efforts for an Executive Assistant, for our client located in Silver Spring, MD.
Fill a temporary (6 months to 1 year) critical need of an Executive Assistant to provide administrative support to the Director, Office of Management, performing such tasks as: receiving callers and visitors; reserving conference rooms; scheduling meetings; assisting with preparation and presentations; photocopying; completing reports; and other general office duties, as assigned. 
The Executive Assistant shall provide front office executive support work with the Director to plan, organize, and participate in meetings. Thus, maintaining efficiency and control on the director’s office administrative operations.
 
JOB RESPONSIBILITIES - What is expected of the candidate; what MUST they perform to be successful. 
1. The Executive Assistant shall work with the Director to plan, organize, and participate in meetings.  This includes, but is not limited to, managing program schedules and calendars; scheduling meetings using Microsoft Office tools, software and networks; contacting appropriate stakeholders as identified by the Directors or Division Directors; notifying the Director of any conflicts that would hinder the meeting objectives and; preparing, assembling and distributing meeting materials (e.g. agendas, project correspondence, minutes, etc.) In addition, track all incoming meetings using Microsoft Outlook.  Track data calls and projects using Microsoft Office software to the Director, by gathering all meeting materials, disseminating them to meeting participants and informing the Office Supervisor of the schedule, ensuring minimal disruption and logistics completion.
2. The Executive Assistant shall prepare reports, presentations, and meeting agendas and minutes consistent with the style and format for the Center.  All correspondence, reports, presentations and meeting agendas must be compliant with spelling, punctuation and grammatical structure, using the appropriate style and format for the Center. This includes, but is not limited to facilitating document retention leveraging MS Office tools, networks and functions to convert hard-copy documents to soft-copy versions; convert soft-copy documents to hard copy versions; print, scan, collate and assemble documents, file documents (hard copy and electronically) in accordance with FDA’s document retention requirements.
3. The Executive Assistant shall keep informed of the Directors views and policies, and assist in carrying them out by handling special assignments as they develop. In addition, have ability to respond to program changes and reprioritize tasks as identified.  This will be done via technical direction from the Office’s Contracting Officer’s Representative (COR) to the contractor.
 
Requirements:
  • US Citizenship with the ability to obtain a government security clearance.
  • Associate’s Degree
  • Minimum of 3 years general experience of which 2 year is directly related experience. Excellent organizational and communication skills (verbal, presentation, and written) and a demonstrated proficiency in Microsoft Windows/Office. Two years of experience providing administrative or technical support to Government, military, or industry.
  • Demonstrated broad knowledge of the principles, practices, and procedures, including those related to automation/computing, relative to the assignment.
 
 
 
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