- Title: Administrative Assistant (AA), Intermediate - Senior
- Details:
- Status: Full-Time
- Schedule: 0830hrs – 1700hrs; M-F
- Location: On-Site, Aberdeen, MD 21001
- Supervisory: No
- Position Description:
- This position will provide a variety of daily administrative and receptionist support tasks across multiple departments and perform a variety of tasks to facilitate functions of the Office of the Chief Operating Officer (OCOO) area of responsibility (AOR). The Administrative Assistant, will be highly proficient with Microsoft Office products and self-motivated about learning new processes. The Administrative Assistant, Intermediate, should have excellent verbal and written communication skills and maintain a professional demeanor. This On-Site position will be located in the Reception Area of a Department of Defense (DoD) secure locked facility procedures; no remote or hybrid working environment is possible for this position at this time.
- Key Duties and Roles:
- Perform a variety of routine tasks to facilitate the executive administrative functions of the Office of the Chief Operating Officer (OCOO) area of responsibility (AOR), specifically supporting areas such as the Program Management Office (PMO), Engineering, and backup to Operations
- Answer all types of communication timely and professionally; follow up with others to ensure activities are coordinated; arrange internal and external meetings and setup reminders within Outlook’s calendar feature
- Lead AO for all Administrative Assistant duties not limited to:
- Handle all communications and facilitation of Veritech Employee and/or Client needs within eight (8) business hours, or four (4) business hours if Urgent
- Urgent is deemed anything holding any Employee back from operational readiness
- The above communication types include: Personal email, assigned group emails, United States Postal Service (USPS) mailbox, and facility deliveries and transport packages to United Parcel Service (UPS) and FedEx
- Lead AO for all operational archival and/or records management
- Provide thorough Meeting Minutes to all requested business meetings and trainings
- Create, analyze, maintain, and improve task management and administrative procedures including receiving and consolidating task inputs for submission and closure, generally involving work of a confidential nature
- Articulate business needs and translate them into administrative solutions across the full MS Office Suite tools towards drafting, preparing, reviewing, and/or proofreading documents, emails, or graphics according to established company guidelines
- Draft ghost emails, as requested, ensuring to include the Bottom-Line Up Front (BLUF), attachments, 5Ws, associated costs, websites, points of contact (POCs), and miscellaneous notes
- Provide initial research to accomplish new or existing mission efforts
- Adhere to established procedures, policies, and best practices developed by the company
- Proofread typed documents against source documents and assemble a final product for review, authentication, or other disposition, to include template creation
- Secondary Action Officer (AO) for:
- Front Desk/Reception Area actions
- Following all DoD secure locked facility procedures, to include but not limited to: sign in, sign out, and master key management
- Managing our Open/Daily/Closing procedures to include the basic order, cleanliness, and readiness for walk-in visitors of the Reception Area, Restrooms, Conference Room, Chief Executive Officer (CEO)/Chief Operating Officer (COO) offices, and Hallway to Veritech CEO/COO office Areas in accordance with (IAW) the Veritech checklists
- Greeting all front door entrances and exits in a professional manner
- Maintaining office inventory, asset tags, and purchasing items in accordance with company policy
- All External/Internal meeting preparations and special events IAW the Veritech Very Important Person (VIP) Checklist for the facility
- Full facility for visits (i.e. supply set up, refreshments, toiletries). All should be “Dress Right, Dress”
- Ability to perform other actions, as requested
- Basic Qualifications:
- High School diploma or General Education Development (GED)
- 4+ years of experience with secretarial or administrative work in a professional environment
- Possession of excellent verbal and written communication skills
- Demonstrated, strong experience with Microsoft Office software applications and features of each application (i.e. Excel, PowerPoint, Word, etc.)
- Demonstrated, strong experience managing multiple calendars and often having to deconflict scheduling requests
- Excellent time management and organizational skills
- High frequency of computer keyboarding and technology utilization
- Ability to work independently and proactively
- Preferred Qualifications
- 6+ plus years of demonstrated clerical or administrative experience
- Secretarial or administrative work experience within the Department of Defense (DoD) or Telecommunications Industry
- Associate’s or Bachelor’s degree
- Travel:
- Minimal, local travel less than 10% of the year
- Clearance: Applicants selected will be subject to a background check and/or security investigation and may need to meet eligibility requirements for access to classified information:
- No clearance required, but ability to obtain, if needed, required
- Important Notes: Veritech is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Employment Opportunity/Affirmative Action employer making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class by applicable federal, state, local, or international law. Veritech is committed to providing an application process accessible to all, including individuals with a disability, by offering an alternative way to apply for job openings. This alternative method is available for those who cannot otherwise complete the online application due to a disability or need for accommodation. Veritech provides reasonable accommodation to applicants under the guidance of the Americans with Disabilities Act (ADA), Section 503 of the Rehabilitation Act of 1973, the Vietnam-Era Veterans' Readjustment Assistance Act of 1974, and certain state and/or local laws. If you need assistance due to a disability, please contact the Veritech Human Resources via hr@veritech.com or call (443) 216-9050. U.S. Citizenship is required for most positions.
