Job Description
Executive Administrative Assistant Company Overview: Subsidium, Inc. is a global provider of engineering, systems integration, technical, and programmatic services to both Government and Commercial entities. Subsidium provides mission-critical services to Department of Defense (DoD) customers in CONUS, OCONUS, and forward-deployed environments. Our customers demand the innovative, flexible, and mission-focused approach that we deliver. Subsidium is dedicated to helping our customers overcome challenges through innovative solutions, particularly the ongoing and evolving challenges posed by the transformation of the U.S. military and the global war on terror. Subsidium and its employees are committed to accomplishing the mission and achieving organizational excellence.
Salary: $77,416 - $82,416 Location: The work will be performed onsite at the FPS Regional Office, 180 Ted Turner Drive, SW Atlanta, GA.
Job Summary: The Executive Administrative Assistant provides high-level administrative, clerical, and executive support to senior leadership, ensuring efficient day-to-day operations within a regional office environment. This role manages executive calendars, coordinates meetings and travel, prepares correspondence and reports, and maintains accurate records and data systems. The assistant serves as a key point of contact for internal and external communications, supports timekeeping and training coordination, monitors suspense items and deadlines, and assists with personnel, FOIA, and emergency or special taskings as directed. The position requires exceptional organizational skills, attention to detail, discretion, and proficiency with Microsoft Office and standard office systems to support executive leadership and mission-critical operations.
Responsibilities/Duties: - Composes, types, and enters information into the computer. Enter data from paper form into computer database and/or electronic spreadsheets.
- Maintains the Regional Director’s calendar, reminding him of upcoming events, meetings, and/or deadlines.
- Drafts and prepares correspondence, spreadsheets, other written documentation; copies data as necessary; and files records accordingly.
- Receives, sorts, and distributes incoming mail, separating documents for distribution, as appropriate; and photocopies documents using copier. Prepares outgoing mail for delivery, to include overnight, express, or courier services (as required).
- Sets up meetings and/or conference calls. Attend meetings as requested. Prepares and distributes agenda, as needed; takes minutes/notes on meetings’ activities; distributes minutes to appropriate personnel. Coordinates and distributes interoffice communications.
- Makes travel arrangements as tasked and/or arrange for off-site meeting facility(ies). Supports regional emergencies, taskings, or projects as directed.
- Collects and forwards Government-Owned Vehicle monthly reports, as required.
- Assists FPS and other contract personnel in the maintenance, purchase and dissemination of routine supplies.
- In the Branches’ and/or Districts’ Administrative Assistants’ absence, act as liaison between FPS regional personnel and DHS helpdesk in support of IT, telephone and other services. This will include the initiation, follow-up, resolution and close-out of trouble tickets or helpdesk requests.
- Serves as timekeeper for assigned area of responsibility. Also serves as back-up or alternate timekeeper throughout the Region 4. Required to validate the timecards of federal FPS employees only with the approval of Task Manager or, in their absence, another federal supervisor.
- Assists RD with preparing, reviewing and editing executive correspondence from different areas within DHS, NPPD, FPS and/or other agencies or private organizations.
- Monitors incoming HQ-assigned ESTT suspense items to ensure all deadlines are met. Receives, reviews, and collates suspense responses from Deputy Regional Director(s), District Commanders, and/or Branch Chiefs. Prepares correspondence, reports, graphs, and charts. Performs research as required.
- Assists Regional Freedom of Information Act representative in responding to FOIA requests.
- Assists with personnel actions pertaining to employee reassignments and hiring actions.
- Assists Regional Training Program Manager with the development of PowerPoint presentations. Reviews, edits, and routes Requests for Training received from the Branch Chiefs and District Commanders to the Regional Training Program Manager. Coordinates with the Mission Support Branch to funding for individual or group training costs. Maintains training calendar for Region 4.
- Demonstrates proficiency in Microsoft Windows-based computer software and is familiar with basic computer programs to include Microsoft Office Suite. Accurate grammar, typing, and attention to detail are required. Must have ability to compile and organize reports. Contractor shall use conventional office equipment and associated supplies provided by the Government (desk, filing cabinets, telephone, facsimile, computer system, intercom system, photocopier, paper, pens, pencils, staples etc.).
Qualifications: - Five (5) years of experience assisting executives at/or equivalent to the GS-14 and GS-15 grade level.
- Must be proficient in Microsoft computer software applications, including Word, Excel, PowerPoint, SharePoint, Visio and Access.
- Must possess knowledge of procedures to formulate, compile, and organize documents and reports.
- Must possess knowledge and skill in oral communication and interpersonal skills.
- Must possess knowledge and skill in written communication.
- Must possess the ability to coordinate various administrative projects simultaneously.
- Must be a U.S. citizen and able to obtain and maintain a DHS suitability determination and HSPD-12 PIV card.
Education/Certifications: - Must possess a minimum of a BS/BA degree with five (5) years of experience assisting executives at/or equivalent to the GS-14 and GS-15 grade level.
Benefits and Perks: - Medical / Vision and Dental Plans
- Holiday and Personal Time Off Pay
- 401K plan
- Life Insurance
- Education and Training Assistance Program (discussed during the on boarding process)
- Incentive Plans and Referral Bonuses
- Employee Assistance Programs
Subsidium, Inc. is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Job Tags
Full time, Contract work, For contractors, Work at office, Flexible hours, Night shift,