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Olgoonik is an Equal Opportunity Employer - EEO, including disability/vets
Olgoonik is a strong family of professional contracting companies established to create benefits for our Alaska Native shareholders and fueled by the belief that to do so our operations must remain of the highest quality, our employees qualified and principled, and our commitment to safety and every clients mission unconditional.
From our roots in Alaskas Arctic to our operations in South America, Europe, Asia, Africa and the Middle East, our experienced and dependable workforce consistently delivers results through a sharp combination of innovation and practicality.
Executive Assistant
Overview:
The Bureau of Educational and Cultural Affairs (ECA) has a requirement for full-time support services of a FOIA Govt Senior GIS to provide a variety of administrative services to support its Senior Leadership staff in the ECA Executive Office; support includes, but is not limited to, routine office administrative functions, management of business processes, and time and attendance
Primary Responsibilities:
Provides administrative support directly to Deputy Executive Director Level and above.
Submitting IT support requests, booking and scheduling rooms, scanning/emailing/copying, printing and assembling documents
Manages Contact List and updates contact details
Provide draft itineraries for review
Ensure adherence to guidelines for travel for FTEs and Contract staff to include ensuring COR approval of all contractor travel prior to processing
Process travel in the departments online travel system (e2) and keep within budget
Obtain necessary visas and passports for official staff travel
Drafts and edits written materials such as correspondence, memorandum, newsletters, and briefing papers.
Provides support for bureau projects and/or activities.
Schedules and provide support for meetings and other events including making room reservations, setting up video or conference, setting up call-in numbers, inviting/tracking attendees, and providing a range of support in advance of and/or during meetings.
Manages Executive Directors calendar and serves as lead coordinator on scheduling meetings, RSVP for events, and related logistics.
Maintains Office supply and equipment inventory and orders supplies and business cards for the Executive Front Office and its staff.
Receives correspondence and other incoming mail and documents for the Executive Office and distributes accordingly.
Serves as the Administrative Assistant to the newly created EX Chief of Staff (GS-14)
Designated to approve conference room reservation requests in the Reservit online system for all of SA-5. (In rotation)
Manages the Customer Service Star Program- Description: Creates spreadsheets and monitor emails from different offices as they submit nominees, create a certificate for each awardee and performs an official presentation.
Manages the Duty Officer Program: In charge of informing the entire bureau of the contact for after hour emergencies. Includes keeping the log and cell phone. (Keeping track of DS-0584 sign in)
Creates a weekend binder each Friday to keep the Director updated on next weeks meetings and agendas.
Assists the Director with MyData requests and approving staff leave.
In charge of releasing ALDACS to the department: All Diplomatic and Consular Posts
Creates standard operating procedures (SOPs) for new processes
Manages the SharePoint task list
Ensures the EX-roster by functional areas are always updated
Sends out department notices/Clearing department notices
Sends out Weekly Activity Reports (WAR) and retrieve information to keep the Bureau of ECA informed.
Oversees the Parking Allocations and maintains list for the entire Bureau
Responsible for Executive Office Time & Attendance
Record notes from the weekly staff meetings and send it out for all the attendees.
Assist with F/O Taskers using the newly appointed Cascades Training System.
Send submissions for Bureau Newsletter.
Supervisory Responsibilities:
No supervisory responsibilities are noted.
Education and/or Experience:
2-3 years of professional experience is required
Knowledge, Skills, and Abilities:
o Strong written and oral communications skills
o Possess excellent organizational and follow-up skills.
o Ability to multitask in a fast-paced, high-volume work environment
o Solid Microsoft Outlook, Excel, Word, and PowerPoint skills
o Excellent customer service skills
Certificates, Licenses, Registrations:
N/A
Security Clearance:
- Secret Clearance is required.
Physical Demands:
The physical demands described herein are representative of those that an employee must meet to perform the essential function of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position, the employee must be able to stand; walk; sit; use hands and/or fingers to handle, or feel objects, tools or controls; occasionally lift and or move up to 25 pounds; operate office equipment, reach with hands and arms; climb stairs; balance; stoop; kneel; talk and hear.
Travel:
In performance of this task order, occasional local travel to other locations may be required. Travel is receipt reimbursable and in accordance with the Joint Travel Regulations.
Work Environment:
The positions responsibilities are performed in a typical office environment.
Additional Details:
- Subsidiary:Olgoonik Solutions, LLC
- FLSA:Non-Exempt
- Requisition Nbr:2014484
Olgoonik is an Equal Opportunity Employer - EEO, including disability/vets
All qualified applicants will receive consideration for employment without regardto race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or status as a protected veteran. As an Alaska Native Corporation, Olgoonik provides hiring preference to Olgoonik shareholders, descendants, and their spouses to the extent allowed by law.
