- 181445 - Administrative Assistant
- 8 months
- Chipton-Ross is seeking an Administrative Assistant for an opportunity in Arlington, VA
Performs a variety of secretarial and administrative duties for assigned supervisor/manager or senior staff member. Performs normal office functions such as setting up and maintaining alphabetical, numerical and/or subject files; interviewing callers and making proper referrals; arranging meetings and conferences; and receiving, referring, or answering mail. May take and transcribe dictation; uses personal computers and standard desktop software to compose reports, correspondence, and memorandums; reviews drafts and finished documents for appropriate grammatical usage; answers questions relating to office operations and established policies and procedures. Make travel arrangements using the LM travel system. Interface with Customer, other company, and LM Executives and their Administrative Assistants. Uses MS Word, Excel, and PowerPoint to prepare reports and presentations. Drafts memos and correspondence for review. Schedule internal and external meetings, phone conferences, live meetings and travel arrangements. Screen sensitive emails for items requiring immediate action/response, receiving and handling phone calls and other requests with appropriate discretion and making proper referrals when appropriate. Coordinate travel and completes expense reports.
Office manager and admin for senior VP -Manage dynamic multi-disciplinary schedule via Microsoft Outlook with rapid notification of schedule changes -Anticipate schedule actions and coordinate with Program Manager regularly (daily) for near term and long term staff actions -Support front office and set up of staff meeting, if required -Attends staff meetings, take minutes and create action items; follows thru on closure of action items -Manage and monitor email account ensuring follow-through and timely response to time sensitive information and information requests -Arrange international and domestic travel and submit expense reports -Interface with all levels of Internal and External customers – domestic and international -Plan and schedule program reviews across geographic regions using multiple telecommunication options ensuring adherence to company and customer protocols -Assists Program Manager with team building and full spectrum leadership activities. Shift is 7A-4P M-F first week, and M-T alternating week, with flexibility per coordination with manager.
Experienced with MS Products: WORD, EXCEL, Outlook and Power Point. Superior organizational and time management skills; Rigorous attention to detail. Capable of credit card and expense reconciliation in a dynamic travel environment. Ability to prioritize conflicts and recommend alternatives. Familiar with requirements to arrange audio, video and online meetings. Excellent verbal and written abilities to interface with domestic and international customers. Prior experience supporting executive level staff-Director and above Capable of obtaining a DoD Security Clearance but No clearance required to start.
Capable of prioritizing and operating at the next level of leadership; Advanced office administration, including planning, communications, information distribution; Advanced user of MS Outlook email and calendar. Advanced user of Microsoft Office Word, EXCEL, Power Point; Expert in web-based applications on desktop and mobile devices; Manage travel related risks and anticipate alternate actions; Demonstrable evidence of working in a diverse cultural team and customer environment. Industry certification(s) e.g. CAP = Certified Administrative Professional. Demonstrable evidence of being a team player capable of establishing a partnered environment in the department and with adjacent teams. Demonstrated evidence of being a team player working with internal and external teams seeks excellence, in all assignments; Evidence of being a Fast Learner; Excellent verbal and written abilities to interface with domestic and international customers. Self-motivated and highly driven.
Accredited High School Diploma/GED & 5+ YRS or BS+3 YRS
Employment will be contingent on clearing a drug screen and background check. Both must clear prior to start date.
420 Culver Boulevard
Playa Del Rey, CA 90293
Phone: (310) 414-7800 x260 or (800) 927-9318 x260
Candidates responding to this posting must currently possess the eligibility to work in the United States. No third parties please.
Employment will be contingent on candidate clearing pre-employment drug screen and background check.
Chipton-Ross provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, religion, national origin, sex (including pregnancy), age, disability, sexual orientation, gender identity and/or expression, protected veteran status, genetic information, or any other characteristic protected by Federal, State or local law. This policy governs all areas of employment at Chipton-Ross, including recruiting, hiring, training, assignment, promotions, compensation, benefits, discipline, and terminations.