Administrative Specialist III: DOE Office of Science - Director

At Aleut Federal, we believe our mission matters as much as the job. As an Alaskan Native-owned company, we support our Shareholders—the Unangax people of the Aleutian Islands—by delivering high-quality service to federal clients and engaging in our communities. We invest in our people through mentorship, growth opportunities, strong benefits, and a commitment to diversity, inclusion, and accountability. Guided by our motto, “We are One,” we work together with a shared purpose to achieve our mission.

The contractor shall provide administrative services support associated with the U.S. Department of Energy, Office of the Director, and senior leadership.

Contractor shall provide a broad range of administrative support services in functional areas that include administrative services, as needed.

• Serving as the primary point of contact for input from DOE staff and outside groups for the Director, Office of Science.
• Assisting with the preparation of background materials for meetings and conferences and coordinating meetings and conferences.
• Proofreads and coordinates communications requiring the signature/approval of the Director for transmittal within DOE as well as externally.
• Implementation of administrative policies
• Receiving/Exiting visitors
• Answering telephones - taking telephone messages
• Prioritizing Scheduling and Supporting meetings/video conferencing
• Maintaining the Office Director's calendar – strategic scheduling of appointments
• Providing Travel Support for the Director, Office of Science, that includes: utilizing the AdTrav and Concur automated travel management systems, making travel arrangements (e.g., airline, lodging, and transportation reservations), and preparing travel authorizations and vouchers
• Coordinating, distributing, scanning, and filing copies of completed correspondence
• Draft and route correspondence and packages for comment as requested
• Requires knowledge and use of Microsoft Office Suite and other DOE legacy administrative systems as required.
• Demonstrated skill to work in a fast-paced environment with senior government officials and effectively interface with administrative staff from the Secretary and Deputy Secretary offices.
• Requires comfort with multitasking and shifting priorities

Job duties and responsibilities may be modified, expanded, or reassigned at any time, and this description does not represent a complete or exhaustive list of all tasks that may be required.

• High school diploma or GED is required.
• An Associate's or Bachelor’s degree is preferred.

• Polished verbal and written communication skills
• Ability to use computer systems, Microsoft Office software (Word, PowerPoint, Excel, Outlook)
• Ability to prioritize, multitask, and meet deadlines
• Knowledge of record management best practices and procedures
• Strong written and verbal communication skills with the capability of facilitating, briefing, speaking, and writing compelling papers/products. Exceptional organizational skills, ability to manage multiple concurrent tasks.
• Ability to work cooperatively, collaboratively, and respectfully with people inside and outside the organization to achieve mission goals.

• Contractor should have prior experience (no less than 3 years) working at the executive assistant level for an executive in a senior leadership position. Experience with political leadership is required. Contractor should possess extensive skills in exercising judgment in the absence of direct supervision. Contractor should be able to anticipate or recognize problems and refer them immediately to the right person for resolution, and find common threads among unrelated events to identify potential issues and resolve them.
• Contractor should have exceptional organizational skills, including keeping track of multiple calendars, tracking meetings and activities, and scheduling conferences and business travel, and be skilled in proactive, "strategic" scheduling for senior executives and staff. This includes the ability to quickly and efficiently prioritize scheduling demands, often without specific direction from management. Contractor will serve as the "gatekeeper" for the schedules of the political and senior executive leadership in the office, determine needs, and handle conflicts in schedules with professionalism.
• Contractor should be highly adaptable in vibrant and quickly moving office environments, and capable of balancing multiple, quick-turnaround, high-priority tasks. This includes possessing strong communication skills and teamwork skills, including the ability to process and summarize complex information clearly and succinctly.
• Contractor should be skilled in IT and office automation (e.g., Microsoft Office and Outlook, including strong PowerPoint and Word skills), as well as Departmental processes and procedures for travel, foreign visitor access, and other administrative tasks.

Aleut offers the following benefits to eligible employees:
• Health insurance
• Dental/Vision insurance
• Paid Time Off
• Short- and Long-Term Disability
• Life insurance
• 401k and match

Aleut Federal, LLC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or genetics. In addition to federal law requirements, AF complies with applicable state and local laws governing nondiscrimination in employment in every location where the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. AF prohibits workplace harassment based on race, color, sex, religion, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.

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