Project Assistant - RETA

Who we areBixal is a mission-driven, woman-owned small business determined to improve people's lives through human-centered strategies and transformative technologies, with a firm belief that everyone has the right to an effective government.   We deliver on this belief by partnering with leading Federal agencies to design, develop, and deliver powerful customer experiences through holistic digital product solutions and strategic communications initiatives––bringing a high standard and unique creative energy to our clients––and our wonderfully diverse culture is what makes it all possible.   Bixal unites different people with different perspectives from all over the world! We provide our team with an open and empowered environment where collaboration thrives and solutions flourish. 
LocationThis role is allowed to remote in the United States, but preference is for candidates located in the Washington, DC metropolitan area. You must be legally authorized to work in the US.  Bixal does not provide visa sponsorship.  
What Will You Do?You will be an integral part of the project team for the Research Evaluation and Technical Assistance (RETA) contract, supporting the National Institute of Justice (NIJ). As a dedicated member of the contract team, reporting to the project director, you will be responsible for administrative and logistical support, records management, as well as the point of contact for arranging travel related to client sponsored activities.  This is an excellent opportunity for an early-career professional to gain experience and exposure to program support through a variety of high-profile criminal justice projects for the Department of Justice.

Responsibilities:

• Provide administrative and logistical support to the National Institute of Justice (NIJ) Research, Evaluation and Technical Assistance (RETA) team and NIJ staff. 
• Provide administrative support, including:
• Assist in the delivery of technical assistance activities to coordinate security clearances with client agency;
• Support preparation of NIJ consultant agreements, purchase orders, consultant invoices and collaborate with Bixal’s accounting department.  
• Schedule meetings for the RETA project director and staff; coordinate monthly team retreats at the Bixal DC office and virtual team meetings.
• Supporting the onboarding of new staff by coordinating accounts, collating relevant materials, scheduling 1:1s amongst other tasks.

Provide logistical support, including:
• Coordinate airline and lodging arrangements for travelers sponsored by the client.  Draft communication materials for use prior to traveling to meetings, conferences, and events.
• Perform travel arranger role in Concur travel management system and provide technical assistance to guest users of Concur.
• Track and process traveler expense reports and reconcile corporate credit card expenses associated with travel.
• Take notes at NIJ meetings; edit and distribute meeting notes; monitor progress of action items identified in meetings.
• Collaborate with project team to design, document, and implement standard operating procedures to support team operations. Contribute to continual process improvement.
• Support meeting and events, including agenda development, facility set-up (for in-person), online tools (for virtual) note taking when planning and delivering webinars and online trainings. 

Provide records management support, including: 
• Assist with electronic file organization, knowledge management systems and processes, such as file and platform management (Microsoft Teams, SharePoint, etc.).
• Collect and materials needed for security clearances and maintain tracking sheets and records of security clearance status. 
• Assist with data collection and input activities for the NIJ’s consultant information system and task tracking system.
• Prepare templates and drafts of task documentation such as expense reports, consultant invoices, progress reports, purchase orders, and consultant agreements. create and update daily task updates, procedures documents, monthly progress reports and annual reports. 
• Perform other organizational or programmatic duties as required.

Qualifications:

• Bachelor’s Degree in a related field (business administration, knowledge management, or international development) plus 2 years’ experience
• Experience in office management/ assistant, or similar level role.
• Experience with Office365, SharePoint, and Google Drives.
• Strong verbal and written communication skills, solution oriented and attention to client/customer service.
• Experience with note taking and organizing content presented or delivered during meetings and presentations.
• Strong organizational skills, including attention to detail and deadlines.
• Positive