Admin Assistant/Operations Support (Hybrid–Arlington or Reston–1-2 days per week)

HYBRID ROLE - 1-2 Days per Week in either our Arlington, VA or Reston, VA offices is required!

ICF is hiring an Administrative Assistant/Operations Support to perform a wide variety of tasks to support leadership of our CET (Climate, Energy Advisory, Energy and International Development, and Transportation) lines of business.

The CET group at ICF is doing groundbreaking work creating a more resilient and prosperous world for all. Our world-changing projects help our clients build toward a smart, resilient, and low-carbon future. 

Your work as an administrative assistant/operations support would directly impact the efficiency and communications of the entire group. 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 CET executive leadership team, you will be engaged in a number of CET Operations activities, providing you with opportunities to support tasks and initiatives in such areas as 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 supporting the success of CET group's daily operations. These activities could be but not limited to:

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

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

• Operational: supporting strategic engagements, interacting with corporate business services, assisting with a variety of planning tasks

• Advanced: applying Microsoft skills to integrate material into a compelling presentation; helping a team to organize proposal content under a deadline; managing Teams and SharePoint sites to help increase efficient access to information; 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 across CET.

Key Responsibilities:

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

• Administrative 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 logistics, food/beverage ordering, and other arrangements for division and/or local events including trainings, all hands, etc.; and associated expenditure processing

  • Support division wide labor processing through follow up with staff to clear suspense/temp codes, complete missing timesheets, run suspense reports, and send employee reminders

  • 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 information within the team

• Meeting preparations; including hospitality, setting up conference rooms and preparing presentation materials and handouts

  • As requested, attend team meetings, collect notes, action items, and send follow up to team members.

  • Use of Word, Excel, and PowerPoint

  • Collate information from several authors to combine into documents

  • Format proposal documents using consistent templates

  • Work with Excel data to perform basic data extraction/analysis

  • Cr