Administrative Assistant (3808)

　　Location Newark, NJ

　　Job Code 3808

　　# of Openings 1

　　Apply Now (https://phg.tbe.taleo.net/phg01/ats/careers/v2/applyRequisition?org=GATEWAYVENT&cws=55&rid=3808)

　　Ocean Bay, LLC, a subsidiary of Three Saints Bay, LLC and a Federal Government Contractor industry leader, is seeking an experienced an Administrative Assistant to perform a wide range of administrative/office support activities in Newark, NJ.

　　Position Responsibilities:

　　Receive, screen, distribute, transfer and track incoming telephone calls and

　　incoming/outgoing correspondence

　　Organize clerical processes and gather/maintain basic project status information.

　　Handle requests for information and data; resolve administrative problems and inquiries.

　　Analyze and evaluate the effectiveness of position/program functions in meeting established goals and objectives.

　　Recommend procedures and provide guidance regarding administrative support activities within the office of the Diversion Program Manager.

　　Review operating practices, recommends procedures, provide guidance and implement improvements where necessary; develop solutions, alternatives practices or organization changes regarding administrative support activities.

　　Act as liaison between office management and administrative staff to ensure processes are running smoothly across the offices and make adjustments as needed.

　　Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress and making adjustments to plans.

　　Assist in the planning, organizing, and execution of logistical support for Diversion Control Program sponsored internal and external conferences and meetings, including but not limited to reserving rooms, ensuring conferences lines are available, and preparing materials for the event.

　　Prepare and modify documents including Congressional correspondence, reports, drafts memos, cables and emails, and upload finalized documents into SharePoint database.

　　Schedule and coordinate meetings/appointments for executive-level staff/SESs; inform Executives/SESs about cancelations or new meetings.

　　Record, compile, transcribe and distribute minutes of meetings.

　　Create, input and track the progress of incoming/outgoing documents through various offices using a SharePoint website.

　　Maintain office supply inventories and coordinate maintenance of office equipment.

　　As appropriate, coordinate employee moves or in-bound workstation set-ups.

　　Prepare reports and manage spreadsheets.

　　Coordinate travel arrangements; prepares itineraries; input travel authorizations into financial system, and process travel vouchers and records.

　　Track and maintain hard copy and electronic documents, folders, and correspondence according to an approved records management filing system.

　　Maintain attendance reports, leave records, trip records and logs. Corrects any discrepancies found in reports.

　　Perform other related and/or administrative duties as assigned.

　　Position Requirements:

　　US Citizen.

　　Must be able to obtain and maintain a Public Trust Designation and be drug-free.

　　Minimum of an Associate degree.

　　Minimum of two years of relevant experience.

　　Professional demeanor.

　　Able to solve complex problems and work as part of a team with minimal direction.

　　Strong analytical, verbal, written and interpersonal skills; excellent proofreading skills.

　　Ability to multi-task; detail oriented; be observant and anticipate operational needs.

　　Good problem solver and able to handle difficult situations.

　　Strong computer skills; proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Access, and Outlook), technology systems, and communications tools (Adobe).

　　Solid database and Business analyst skills required.

　　Ability to be flexible and adaptable in a variety of situations.

　　Position located in Newark, NJ.

　　VEVRAA Federal Contractor

　　Three Saints Bay, LLC and its subsidiaries offer a diverse, team-oriented working environment and the opportunity to work with exceptional dedicated industry professionals. We offer our employees a comprehensive benefits package and the opportunity to take part in exciting projects with government and commercial clients, both domestic and international.

　　We are an EEO/AA employer. We invite resumes from all interested parties without regard to race, color, religion, creed, gender, national origin, age, genetic information, marital or veteran status, disability, or any other category protected by federal, state, or local law.