Executive Assistant/Administrative Support Specialist

Job Description:

The role of the administrative Support Specialist is pivotal in delivering essential administrative and logistical support for both the Company. This position requires adept coordination of diverse tasks to guarantee the seamless implementation of programs, adherence to regulatory requirements, and efficient communication with stakeholders.

Primary Responsibilities:

Administrative Support:

• Provide administrative assistance to executives and programs teams.
• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Prepare, process, and distribute internal communications.

Communication:

• Respond to inquiries by providing the necessary information to resolve those inquiries.
• Provide insights and recommendations to leadership.

Project Accounting Support:

• Support financial processes related to government contracts, such as tracking budgets, assisting with invoices, and reconciling financial data.
• Collaborate with the finance team as needed to ensure accurate and timely financial reporting.
• Identify areas for cost reduction or efficiency improvement.
• Track expenditures and financial performance.
• Provide recommendations for budget adjustments or reallocation.
• Conduct cost analysis to evaluate the financial implications of procurement decisions.
• Work with finance and budgeting teams to align procurement activities with organizational budgets.

Expense Report:

• Receive and review employee expense reports for accuracy and completeness.
• Verify receipts and supporting documentation for submitted expenses.
• Ensure adherence to company expense policies and guidelines.
• Identify and address any policy violations or discrepancies.
• Provide guidance to employees on expense report submission.
• Communicate with employees to clarify or rectify any issues with submitted reports.
• Utilize expense management software or systems for processing and tracking expenses.
• Ensure data accuracy and troubleshoot system-related issues.
• Process approved expense reports for reimbursement.
• Coordinate with finance or accounting departments for payment.
• Maintain accurate and organized records of all expense reports.
• Ensure documentation is easily accessible for project invoice processing and auditing purposes.
• Generate reports on expense trends, policy compliance, and other relevant metrics.
• Provide regular updates to management on expense-related matters.
• Participate in the review and improvement of expense policies and procedures.
• Suggest enhancements to streamline the expense reporting process.
• Conduct training sessions for employees on expense policies and procedures.
• Provide support and guidance to new employees regarding expense reporting.
• Assist in internal and external audits related to expenses.
• Provide necessary documentation and information during audits.
• Provide insights to management for cost control and optimization.
• Act as a point of contact for employees with questions or issues related to expense reports.
• Reconcile expense reports with credit card statements or other payment methods.
• Address any discrepancies and ensure accurate accounting.

Support the onboarding process:

• Coordinate Equipment requirements, assignments, deliveries, tracking and maintenance (Both Company and Program Specific).
• Train employees in timekeeping systems, expense submission processes, and project reporting tools.
• Assist employees in understanding and using timekeeping tools.

Logistical Coordination:

• Coordinate logistics for corporate and program activities, meetings, and events.
• Provide travel-related support.

Records Management:

• Work with leadership in establishing and maintaining an organized records management system.
• Ensure compliance with document retention policies.
• Manage confidential information securely.

Qualifications:

Educational Background:

• A college degree in Business Administration, Public Administration, or a related field is desired but not a requirement.

Professional Experience:

• Previous experience in program support, administrative roles, or government contracting is beneficial.
• Familiarity with government procurement processes is a plus.
• Experience using specific financial software such as Unanet is a plus.

Technical Skills:

• Strong organizational and administrative skills.
• Excellent communication and interpersonal skills.
• Attention to detail and the ability to multitask in a fast-paced environment.
• Proficiency in Microsoft Office Suite and other relevant software.

Adaptability

• Ability to adapt to changing priorities and work effectively in a dynamic environment.

Team Collaboration:

• Demonstrated ability to work collaboratively in a team setting.

Citizenship and Security Clearance:

• Must be a U.S. Citizen and live in the Northern Virginia area.