Administrative Assistant

Optima Global Solutions Inc.is a valuable IT Services and Solution provider that customers, employees, and stakeholders feel proud to be associated with. Optima's Intelligent Automation Solutions leverage robotic process automation, intelligent data capture, and business process management best practices to streamline operations. Our IT Services practice provides organizations with highly personalized, comprehensive, U.S. based recruiting services supported by our internal onsite team of subject matter experts.

Currently, we are hiring for the following position;

Administrative Assistant

Location: Rosslyn, VA (preferred) role requires onsite work ~4-5 days/month at our office in Rosslyn, VA

POSITION SUMMARY:

We are looking for an Administrative Assistant that will assist the DHMS Program Executive Office (PEO) with scheduling, organization, and administrative tasks.

This position involves scheduling (and rescheduling) meetings, clearing calendar conflicts, booking travel, managing logistics, and keeping up with the fast pace of the PEO's work week. The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and attention to detail. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of Senior Management and cross-government stakeholders.

In addition to administrative tasks, this role requires some coordination duties that could include, but not limited to tracking and submitting internal/external Taskers using the Enterprise Task Management Software Solution (ETMS2) system, preparing, and reviewing presentation materials, organizing, and collecting weekly reports.

To perform this job successfully, the individual is expected to handle highly sensitive and confidential and institutional information while exercising professionalism and discretion.

This role will work closely with stakeholders from Boston Consulting Group (BCG), government contractors, and federal employees.

JOB RESPONSIBILITIES:

• Managing multiple Executive's calendars in a high volume and ever-changing environment
• Building effective working relationships with key stakeholders
• Proactively leaning in to support high leverage activities

Managing multiple Executive's calendars in a high volume and ever-changing environment

• Owns and drives complex meeting scheduling
• Coordinating end-to-end travel needs, including booking all travel and hotels, directions, commuting time and ground transportation
• Processing timesheets and expenses on a timely basis
• Supporting administrative aspects of executive internal and external commitments

Building effective working relationships with key stakeholders

• Executives – Understands priorities and exercises sound judgment to make appropriate trade-off
• Government officials and their Assistants – facilitate the scheduling process and relevant communications with friendly professionalism and high attention to detail; build stakeholder relationships

Proactively leaning in to support high leverage activities for the PEO

• Assisting with the creation and preparation of materials – slides, proposals, onboarding decks, including proofreading and copying/binding
• Keeping them informed of critical information they may not be aware of
• Taking initiative to bring things "from the back burner to the front burner " for the PEO
• Guiding them toward making right decisions about use of time
• Conducting research and gathering information
• Performing other duties as assigned or required; responsibilities will vary

BASIC JOB REQUIREMENTS:

• CAC preferred
• Bachelor's degree preferred
• Three to five years' prior experience in supporting an executive or team in a fast-paced environment
• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
• Exceptional writing, editing, and proofreading skills
• Demonstrated leadership and/or customer service experience
• Excellent organization and time-management skills
• Government consulting experience preferred, but not required

KEY COMPETENCIES:

• Meticulous attention to detail and follow-through is a must; performs tasks with high degree of accuracy, efficiency, and timeliness
• Excellent organization and time management skills; ability to meet deadlines
• Ability to handle competing priorities and work effectively in a challenging, fast-paced environment
• Ability to work independently, set priorities, plan workflow, and take initiative to overcome obstacles
• Able to team with others and to achieve desired outcomes and meet expectations
• Recognize and maintain highest levels of confidentiality
• Strong interpersonal and communication skills to develop effective working relationships with staff while demonstrating a positive, personal, and professional image; highly responsive
• Ability to represent the BCG/BCG Fed brand well to a variety of external audiences, including search firms and candidates
• Ability to handle difficult situations with poise, tact and to maintain confidentiality at all times and exhibit good judgment
• Excellent verbal and written communication skills
• High customer service orientation – highly responsive, strong interpersonal and communication skills, wants to deliver great results at all times; obsessed with acts of service
• Organized – excellent at time and project management, has clear systems and composure to deal with multiple tasks at once and ensures everything gets done in a timely manner
• Team player – proactively seeks opportunities to help others; will go above and beyond in order to get the job done
• Good judgment – highly professional and diplomatic, knows when to ask for help or advice, is perceptive and practical
• Trustworthy – a vault (you will be privy to confidential information)
• Flexibility – doesn't get frustrated by priorities changing; open to feedback, adjusts to different working styles
• Self-motivated – a "can-do " attitude with an entrepreneurial spirit and a desire to take on an increasing level of responsibilities
• Passion – hone your "superpower” and bring your true authentic self to work
• Someone who exhibits sound judgment with the ability to prioritize and make decisions
• Energetic and eager to tackle new projects and ideas
• Comfortable interacting with high-level executives
• A team player capable of cultivating productive working relationships
• Resourceful, can-do attitude

Interested candidates, please apply online with a detailed resume and contact information.