Executive Administrative Assistant

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Responsibilities:

The Executive Administrative Assistant will support Barrow Wise's DFC project and perform the following duties:

• Responsible for supporting the VPs, DVPs, and others within the Office (as needed) in business activities, including but not limited to scheduling meetings and conference calls and supporting travel-related duties not otherwise covered by the DFC Travel Office, such as pre- and post-travel schedule planning and logistics.
• Safeguard confidential information. Advise the VP/DVP of important office matters and corporate activities and draw attention to significant items in reports, files, and correspondence. Prepare documents and correspondence and review documents prepared by others for the VP's/DVP's signature. Serve as confidential assistant for matters that may be sensitive or limited to "need-to-know" parties (e.g., human resource matters).
• Serve as Requisitioner. Uses agency-designated software system for procurement actions.
• Serve as assistant to the Government Contracting Officer's Representative (COR) for SBFS. Strategize and give guidance and recommendations for contracting needs; this includes preparing the scope of work, cost estimates, and timetables. Coordinate with SBFS staff, the Office of Acquisitions, and the Budget Team to process, administer, and monitor activities with outside vendors. Complete and submit required reporting.
• Coordinate budgetary and procurement information for ODC. Coordinate preparing and submitting ODC budget requests through the agency's budget management software. Conduct ongoing reviews of ODC's budget to ensure that sufficient funds are available to satisfy expenses. Serves as ODC's administrator of the procurement software system. Use designated software systems for departmental procurement actions.
• Provide support to the office for administration, analysis, and management of data used to respond to a wide variety of information requests. Notify the appropriate staff officials of the need for information or recommendations and either prepare the response or follow up to ensure a timely response by others.
• Conduct all required timekeeping actions in DFC's timekeeping software and coordinate with all personnel on the timely submission of timesheets, leave requests, travel comp time, and other extra hours requests. Coordinate closely with Human Resources and SBFS personnel to ensure SBFS compliance with policies and procedures. Provide assistance to SBFS personnel in the use of timekeeping software.
• Perform special projects, as assigned, that relate to research, review, evaluation, or performance of specific tasks related to administrative programs and business practices.
• Prepare petty cash disbursements within Federal guidelines for SBFS staff expenditures.
• Provide administrative assistance and other support when needed, including saving Agency documentation to shared departmental drives, scanning and copying documents, and retrieving mail and documents from other internal divisions for SBFS staff.
• Support staff appointments, screen calls and visitors, answer most questions, and complete most business involving established policy or administrative or routine office matters. Plan and organize luncheons, meetings, and conferences with high-ranking officials of the U.S. and foreign governments and private industry. Greet visitors to the office when they arrive and deliver them to the appropriate meeting location.
• Support SBFS origination teams by preparing cables in the required format for the State Department to distribute to U.S. Embassies abroad.
• Manage the orientation and placement of all new hires, including but not limited to correctly inputting data into DFC's personnel management software systems, coordinating with other departments to ensure timely updates to staff profiles, working with the Office of Information Technology to ensure availability of computers and telephones as appropriate, confirming required scheduled orientation sessions are conducted, explaining federal timekeeping and federal records management, assessing travel needs, and ordering business cards.
• Serve as the focal point and coordinator of responses to Freedom of Information Act (FOIA) requests, gathering information, evaluating allowable responses, and computing charges for information provided.
• Provide general administrative direction to SBFS staff to ensure efficient office management, consistency, and duplication of office activities such as records m