Sr. Administrative Assistant/Operations Support Specialist - Arlington/Reston, VA

ICF is hiring a Sr. Administrative Assistant/Operations Support Specialist to perform a wide variety of tasks to support the leadership of our CET (Climate, Energy, and Transportation) Division and Lines of Business. The position is hybrid (Arlington & Reston, VA office presence required weekly, with remaining time remote from home).

You should view yourself as a self-starter who is looking to grow your career in a highly visible role. In this position, you would be essential to our CET executive leadership team, providing critical support for leadership meetings, calendar management, as well as document, presentation, and data management. In addition to supporting the CET executive leadership team, you will be engaged in several CET Operations activities, providing you with opportunities to support tasks and initiatives in such areas as resource management, procurement, accounting, labor processing, and various business planning activities.

In a typical day, you would be supporting a range of activities that can grow your skills and have a direct impact on supporting the success of the CET group's daily operations.

These activities could include but are not limited to:

Routine: managing executive schedules and Outlook calendars, processing expense reports via Costpoint, organizing information and data in MS Teams and SharePoint, tracking the progress of activities to completion, maintaining rosters of information, etc.

Weekly: creating draft senior meeting agendas, attending and summarizing notes and action items, following up to ensure actions are completed, supporting labor processing activities.

Supportive: organizing internal events, increasing employee engagement across a geographically dispersed team of over 650 employees, drafting announcements and reminders.

Operational: supporting strategic engagements, partnering with corporate business services, assisting with a variety of planning and outreach tasks, assisting with resource management and information tracking.

Advanced: applying Microsoft skills to integrate material into a compelling presentation; leveraging AI tools; helping a team to research and organize content to meet a deadline; managing Teams and SharePoint sites to help increase efficient access to information; assisting with report generation, light data analysis, and data extrapolation.

You thrive in a fast-paced environment and enjoy knowing you’re helping the business succeed. Your work is in front of highly experienced executives at every moment. For that reason, we need someone who is motivated to deliver high-quality results that exceed expectations, wants to respond to the needs of the business with value-add services, and who is proactive about building relationships.

Key Responsibilities:

This position will support a variety of general administrative, operations, and personnel processing support duties, in direct support of a small number of senior staff and broader operational support of a large CET team including, but not limited to:

Administrative and Operational tasks:

• Manage the Division Leader calendar, including coordinating availability and resolving scheduling challenges across others’ calendars. Resolve calendar conflicts and manage other operational requests.

• Complete expense reports for selected senior staff.

• Organize and design layout for electronic files in Teams and/or SharePoint.

• Support CET Operations on data management and communications tasks.

• Prepare and submit various documentation in support of business processes.

• Support Division-wide labor processing through follow-up with staff to clear suspense/temp codes, complete missing timesheets; assist with weekly time in suspense management.

• Leverage PowerBI dashboards for data extrapolation and perform light analysis.

• Review, generate, and leverage various data reports, apply formatting, support report-driven action items.

• Utilize business systems to support vendor engagement and procurement activities.

• Support logistics, food/beverage ordering, and other arrangements for division and/or local events, including trainings, all hands, etc.

• Manage corporate purchasing card allocations and associated expenditure processing.

• Maintain and continually develop a solid understanding of organizational operations, policies, and procedures to better anticipate upcoming needs and requests.

• Build strong internal and external relationships and become a go-to resource for administrative and operational information within the team.

• Meeting preparations, including hospital