Executive Secretary II
- Job Category: Office & Administrative Support
- Travel: Yes, 25 % of the Time
- Clearance: SECRET
- Shift: Day Job
- Req ID: TUV03075
Tuvli, an Akima company, is hiring for an Executive Secretary II to support our DoS client located in Washington, DC.
Reads and analyzes incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
Opens, sorts and distributes incoming correspondence, including faxes and email.
Prepares responses to correspondences containing routine inquiries.
Files and retrieves documents, records, and reports.
Greets all personnel entering CA/EX and escorts personnel as required.
Makes travel arrangements for FO management, utilizing E2.
Submits Time and Attendance reporting for EX personnel and maintain all T&A supporting documents for EX personnel.
Assists with coordinating meetings, scheduling conference rooms, ordering supplies, and other administrative duties; Works with CA’s Staff Assistants and Executive Assistants to monitor internal tasks, deadlines, and deliverables.
Receives and screens telephone calls and visitors; follows up to ensure necessary action is initiated, and subsequently works to assure that such action is completed as quickly as possible, as applicable and appropriate.
Enters all forms of correspondence in final form including cables, memorandums, letters, briefing papers, etc.
Maintains the calendar for office management by arranging and scheduling appointments, handling all meeting requests and providing calendar information to management on a daily basis.
Prepares meeting briefs to managers indicating appointment purpose and providing any relevant background data.
Records minutes from meetings.
Performs other appropriate administrative assignments such as document replication, ordering office supplies, inventorying office supplies, and other administrative duties as assigned.
Maintains work area in a professional manner at all times (work area must be clean, presentable, and organized, per COR guidance).
Ensures automation equipment is operational (paper in the copier/fax machine, changes out printer ink cartridges, calls in work orders).
Assists with setting up conference calls, coordinating with IT personal to setup conferences requiring IT support.
Assists with prepping conference rooms before and after social events and official events during the work day.
Tracks memoranda and substantive policy papers between the CA Executive Office and directorates/offices.
Prepares and distributes weekly CA Duty Roster.
2 years of related experience.
Active Secet Clearance.
Knowledge of Microsoft Office software (Excel, Word, PowerPoint, Access, etc.).
Excellent organizational, communication and writing skills.
Excellent customer service skills, including customer needs assessments, meeting quality standards for services, and evaluation of customer satisfaction.
Ability to interact effectively with others in particular, colleagues and personnel at various Department levels.