Administrative Assistant III 03203 LBYD Federal Location Washington, DC : Location: Washington D.C. Title: Administrative Assistant III Schedule (FT/PT): FT Travel Required: As Needed Clearance: Ability to Obtain At LBYD Federal, "Large Firm Expertise, Small Firm Responsive", is our motto we live by and practice each day. With the capability to produce high quality designs in a fun, supportive and exciting atmosphere, we recognize our employees are our greatest asset. We offer an exciting variety of opportunities for employees to develop and grow their careers, working alongside diverse and supportive team members to achieve success. We maintain our responsiveness to clients and partners by allowing our employees the autonomy to achieve success.
Along with a competitive benefits package and 401(k) matching, we strive to maintain a 98% employee retention rate, by providing our employees endless growth opportunities. Unique opportunities such as a formalized mentorship program, professional development through North Wind University, a wellness program, celebrating our employees time with us through our employee service awards program, and many others meant to enhance the employee experience ultimately led to high employee satisfaction. Additionally, we strive to support the communities we live, work, and enjoy by taking part in community fundraisers, and volunteering through local and national organizations.
We give you the flexibility to achieve your best work by offering hybrid working options, while fostering a culture of inclusivity, equity and diversity, creating a workplace we feel everyone can achieve success. We take pride in the impact our employees make as leaders, no matter the level within the organization. You will be connected with like-minded, high achieving individuals upon joining our organization leading and participating in the most challenging designs across the world.
POSITION PURPOSE: The Administrative Specialist III shall provide administrative services support associated with the U.S. Department of Energy, Office of Science (SC).
ESSENTIAL DUTIES AND RESPONSIBILITIES: The contractor shall provide a broad range of administrative support services for the Chemical Sciences, Geosciences, and Biosciences Division. The work scope includes, but is not limited to, the following administrative support activities: Support to the Deputy Director (DD), Associate Deputy Director (ADD) and other front office staff in the SC office of the Deputy Director for Operations (DDO) As needed, provide occasional support to other DDO Senior leaders working in Forrestal Implementation of administrative policies. Receiving and escorting visitors, including ensuring paperwork for foreign visitors is processed, temporary parking passes for VIP visitors are issued, etc. Answering telephones - taking telephone messages Managing the schedule for two Senior Executive Service members - DD and ADD, including scheduling in person meetings and video teleconferences. This includes working with other offices and staff to find appropriate times. Support scheduling requests for DDO front office staff, including in person meetings and video teleconferences Proactively de-conflicting meetings when needed, recognizing the management hierarchy and preferences of the DDO and ADD Providing Travel Support that includes: Utilizing the AdTrav and Concur automated travel management systems Making travel arrangements (e.g., airline, lodging and transportation reservations) Preparing travel authorizations and vouchers Coordinating, distributing, and filing copies of completed correspondence Draft and route correspondence as requested. Ensuring necessary read-ahead material is provided in advance for the DD and ADD Providing DDo created read-aheads to meeting attendees on behalf of the DD and ADD Serving as the Records Manager for DDO in accordance with DOE policies and guidelines Creating weekly report on correspondence status for review by the ADD Assisting with Time & Attendance for DDO staff Issuing delegation memos on behalf of the DD and ADD, as needed Creating and maintaining various distribution email lists for DDO Develop new DDO shared file system and upon completion organize and maintain access lists to DDO shared file system and ensure shared files are up-to-date Procuring office supplies when depleted or requested Coordinating any DDO office moves, including arranging for movers, IT services, badging needs, etc. Provides integration with other DDO administrative staff, including those in the field Proactively works to keep DDO's presence on DOE or SC websites up to date Requires knowledge and use of Microsoft Office Suite and other DOE legacy administrative systems MINIMUM QUALIFICATIONS: Education and Experience: HS Diploma 5-8 years relevant experience Skills and Abilities: High level of proficiency in time management and coordination of multiple tasks. Proficiency in Microsoft Office Suite, and knowledge of, or training in, other Office of Science and DOE information systems PHYSICAL DEMANDS: This position is a sedentary role. While performing the duties of this job, the employee will be sitting for long periods of time but will also be required to stand, walk, and communicate with others.
WORKING ENVIRONMENT: All work will be performed indoors.
North Wind offers a competitive pay and benefits package to include health, life, and disability insurance benefits, 401(k) with company match, generous paid leave and tuition reimbursement for eligible employees. As a company, we are committed to employee wellness, professional development, and work-life balance. We value safety, reliability, and commitment to our people! For more information about our benefits or hiring philosophy, visit the North Wind Career Opportunities Page.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The nature of those accommodations will be determined on a case-by-case basis. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact our Helpline or use the Request for Reasonable Accommodation ( form to get assistance.
North Wind is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data, religion, or other legally protected status. All qualified applicants will receive consideration for employment without regard to their protected veteran status and will not be discriminated against on the basis of disability.
Proof of citizenship will be required as a condition of employment.
Candidates may be required to obtain and hold a Secret or Higher US Government Clearance.
