Administrative Assistant

• Manages confidential, strategic, and business critical information
• Coordinates meetings and events (onsite and offsite), reserves and prepares facilities, prepares necessary materials and distributes minutes of meetings
• Completes complex projects
• Keeps abreast of all technology used by department and troubleshoots any issues
• Manages leader's email inbox
• Initiates routine and non-routine correspondence and memoranda
• Prepares reports and presentations
• Coordinates details related to business travel
• Completes expense reports
• Schedules and maintains calendar of appointments
• Greets and directs visitors
• Answers and directs incoming calls
• Resolves routine and complex inquiries
• Assists with scanning, copying, faxing, filing, mailings, and other similar tasks
• Receives and distributes mail
• Orders supplies and equipment
• Acts as a resource to associates with less experience
• May provide back up to other Administrative Assistant associates for coverage and/or additional assistance needed

Executive Administrative Assistant

• Provide day-to-day administrative support including documentation capture, writing, task tracking, briefings, and meeting support
• Develop PowerPoint presentations, emails, documents, white papers, spreadsheets, and graphs
• Record and deliver meeting notes and action items
• Obtain and present information; prepare recurring and special reports
• Provide input and editing to routine and non-routine reports
• Research, assemble, and summarize material pertaining to OPC PRO office functions
• Receive all incoming correspondence, determine priority and routing
• Attach relevant background materials, establish suspense controls, and maintain logs on incoming correspondence
• Review outgoing correspondence for supervisor signature
• Ensure proper format, grammar, typographical accuracy, and compliance with current procedures and policies
• Receive office visitors and telephone calls; screen calls and inquiries
• Maintain calendars; arrange, modify, and/or refuse appointments
• Accept or decline invitations to receptions, ceremonies, and meetings
• Arrange conferences and meetings; maintain office records and file documents
• Perform all necessary arrangements for official command travel using the USCG travel system
• Maintain detailed itineraries and records of official travel
• Coordinate travel and create detailed itineraries for Distinguished Visitors
• Ensure all official protocol obligations are met
• Maintain the Command Official Guest Register
• Support the administration, collection, and submission of data calls
• Maintain tracking for administrative items in review and approval processes
• Apply COMDTINST M5216.4 communications standards
• Research suitable communication tools and products
• Create draft communication products including literature, trifolds, and handouts
• Compile statistics and supporting analyses for decision-making
• Perform periodic review of office procedures and workflow; make recommendations

Documentation & Administrative Support Specialist

• Provide administrative support to the Preconstruction team, including estimators, preconstruction managers, and department leadership.
• Collect, organize, and maintain preconstruction documentation such as bid invitations, vendor and subcontractor quotes, material takeoff reports, estimate documentation, and scope documents.
• Assist with bid and proposal preparation, including compiling exhibits, narratives, schedules, and other required documents.
• Maintain a complete Preconstruction Calendar to track bid due dates, addenda, clarifications, and submission requirements across multiple projects.
• Utilize Building Connected Software to coordinate communication with vendors, subcontractors, suppliers, and internal teams to collect pricing, qualifications, and required pre-bid documentation.
• Utilize Salesforce Software to assist with input and maintenance of data in estimating, project management, and document control systems.
• Maintain preconstruction filing systems in accordance with company standards.
• Support handoff from preconstruction to operations by organizing estimate summaries, scope clarifications, assumptions, and project start-up documentation.
• Prepare meeting materials, agendas, and notes for preconstruction meetings as needed.
• Assist with reporting and tracking of preconstruction metrics such as bid volume, win/loss data, and workload forecasting.
• Perform general administrative duties including scheduling, correspondence, document formatting, and internal coordination.
• Ability to work remotely and manage work load in an independent environment.

Administrative Assistant – Pre-Construction

• Strategic Leader contributing to operational excellence and ensuring compliance across multiple business functions
• Keep the business productive, efficient and organized at all times
• Work closely with the functional support teams for the program, including Finance, Contracts, Subcontracts, Procurement, Legal, Communications, and HR
• Facilitates the development and delivery of major contract deliverables
• Monitors financial performance and implement strategies for improvement
• Collaborates with teams to monitor Service Level Agreements (SLAs)
• Ensure optimization of procurement processes for efficiency and cost-effectiveness
• Collaborates with security teams to address and mitigate potential risks
• Help manage a complex IT service delivery program
• Develop and implement business strategies to achieve company goals and objectives
• Manage and monitor day-to-day operations, including budgeting, financial analysis, and resource allocation
• Lead and motivate cross-functional teams to meet performance targets and SLAs
• Build and maintain strong relationships with clients, suppliers, and key stakeholders
• Analyze market trends and competitor activity to identify opportunities
• Drive continuous process improvement and push towards automation
• Prepare and present regular reports on business performance
• Ensure compliance with industry regulations and company policies
• Foster a culture of innovation, collaboration, and continuous improvement.

Program Management Office Manager

• Managing Excel spreadsheets for data migration tasks.
• Performing data entry and updating systems accurately.
• Filing and organizing documents as needed.
• Providing additional project and administrative support as required.
• Ensuring flexibility in working hours.

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Executive Administrative Assistant

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Administrative Assistant – Pre-Construction

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