Executive Assistant I - Washington, D.C.

QSI is seeking an Executive Assistant I to support our government client in Washington, D.C. The Executive Assistant I serves as a clerical expert processing office actions. The Executive Assistant I may be asked to evaluate and consolidate information from various sources under short deadlines, such as, but not limited to internal or external survey information, or directions for specific administrative processes. Government guidance is provided as needed; however, this person is expected to work independently in delivering tasks and reports as required by the Government management. Completed written work receives close technical review from high- level Government employees. The Executive Assistant I maintains confidential information (employee lists, management contact info, etc.). A Government manager will provide day-to- day oversight and direction. You must have an active Secret security clearance.

Intent to Hire: Upon contract award (Dec24/Jan25), we are excited to hire a candidate who not only meets our job requirements but also shares our commitment to excellence.

Location

Washington, D.C.

Level/Salary Range

$58K - $73K

HR Contact

Subrina Miles

Job Category

Exempt

Security Clearance Required

Secret (may require a Top-Secret)

Position Type

Full-time

Duties/Requirements/Qualifications

Qualifications:

• Ability to adapt to changes in procedures and assignments
• Ability to establish working relationships at all organizational levels
• Ability to accurately manage taskers and assignments
• Ability to disseminate information and/or requests to all office personnel and compile responses
• Good organizational skills, attention to detail, and work ethic

Anticipated Duties/Tasks:

The Executive Assistant I shall perform a variety of administrative and secretarial functions and at a minimum shall perform the following functions:

• Prepare written communications using a variety of office software, specifically: MS Word, MS Power Point, MS Excel, and SharePoint;
• Assist with new hire orientation for Government employees;
• Assist with travel arrangements using an online Travel Manager System (E2).
• Coordinate logistics for Government travel: book tickets, hotels, rental vehicles, estimate per diem, and voucher travel upon return;
• With Government-provided input, use databases to report current and future activities.
• Track and report official time and attendance records for federal employees within the office through a Time and Attendance Electronic System (TATEL);
• Respond to routine questions on administrative policy and procedures, and/or provide reports;
• Process employees for DS badges through the MDIS/DOS enrollment system, and PIN resets and unlock;
• Answer incoming calls (external and internal) to the office in a highly professional manner and forward calls, take messages, or resolve calls as warranted on an individual basis;
• Organize, type, enter data, collate, and file material;
• Receive deliveries and arrange for pick-up of outgoing shipments;
• Stock photocopy and facsimile machines and supplies and maintain their operational status;
• Receive and sort incoming/outgoing administrative mail;
• Admit and welcome visitors into facility and maintain visitor log-in files;
• Liaise with building management to report and resolve maintenance issues;
• Operate office equipment, including but not limited to: document scanners, telephones, intercoms, label printers, and cameras;
• Assist with ordering, tracking, receiving, and inventorying office supplies through various methods (GSA, CA internal, etc.);
• Fulfill daily supply order requests, stock limited supplies for general use such as printer toner, paper, pens, sticky notes, etc.;
• Manage and negotiate logistics for meetings, if needed, including reserving conferences/addressing scheduling conflicts and ensure the space is functional (computers/video calls work, etc.) for the purpose;
• Provide support for special events, including, but not limited to, support for conferences, meetings, representational events or bilateral delegations;
• Keep printers supplied with toner and paper daily; and
• Maintain an up-to-date roster of all employees (direct hire and contractor) for the office (s) which they support, to include emergency contact information and office contact information, as well as any further information determined needed by the VO/DO Deputy Director for Resource Management

Education / Experience Required

• Highschool diploma (at least 2-year college degree preferred) and
• Two (2) years of experience as an Administrative Assistant in an office environment, including:
• Demonstrated experience with document management, preferably for a legal department or other office, and
• Demonstrated ability to prioritize and organize simultaneous workflow duties