Triumph Enterprises--Corporate Headquarters

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Administrative Assistant

Administrative Assistant

Job ID 
2017-2041
Location 
US-VA-McLean
Posted Date 
9/7/2017
Category 
Human Resources

More information about this job

Job Description

As the Administrative Assistant, you will report directly to the Director of Operations, but will have responsibilities to support all the HQ Executives and staff. In this critical role, you will be able to adapt to changes as they occur related to assignments, responsibilities, personnel, and office environment.  Being Anticipative: “Figuring out what the team will need before they need it.

Responsibilities

  1. Greet guest in a friendly, professional manner and ensure they feel expected and welcomed.
  2. Via the telephone, fax, email or text message to clients, vendors and co-workers. Answer phone, take messages, and distribute calls appropriately and courteously.
  3. Check and retrieve all voicemails at least twice per day and take-action to ensure a prompt reply.
  4. Review and respond to staff emails within three hours or less during business hours.
  5. Responsible for scheduling and coordinating the Executive team’s calendars for staff meetings, events, etc.
  6. Travel Arrangements:                                                                                                                                                                                                  a) Coordinate, book/schedule, travel arrangements including flights, trains, hotels, rent-a-cars, etc.                                                                     b) Create a travel itinerary and file folder that includes all details and necessary documents, tickets, etc. for each trip.                                           c) Confirm all travel arrangements prior to each trip to minimize any travel related problems.  
  7. Maintain the corporate Calendar for all company-wide meetings/events/functions, etc.
  8. Demonstrate Professionalism via the telephone, fax, email or text message to clients, vendors and co-workers.
  9. Office Administration: ensure the office is always stocked with the appropriate office and kitchen supplies.
  10. Meeting Preparation including scheduling, document printing/preparation, meeting room & equipment set-up, food & beverages, etc.
  11. Assist with the Meeting Facilitation: This would include proper functioning of all webinar tools, conference calls, etc. and take notes, post action items and any meeting follow up.
  12. Capture Meeting Items: and publush them in the appropriate locations.
  13. Document, Spreadsheet and Presentation editing including creation of tables of contents and tables of authorities in Word and creation of graphics in PowerPoint
  14. Proposal Production: Purchase supplies, print, assemble, mail, etc.
  15. Filing/Scanning/Storage: Assist with all filing and scanning and there is an organized system in place to access old files.
  16. Mail/Shipping & Receiving: sending/receiving, distributing. Ensure the postage meter is stocked.
  17. Building Maintenance: be the POC to quickly resolve all building maintenance issues.
  18. New Hire On-boarding: Assist with ensuring all new hire events are set up, and run efficiently. Work with HR to do follow up to ensure all new employees have what they need on day one.
  19. Org Chart: Create and maintain
  20. Bank Deposits: take checks to bank and deposit checks.
  21. Obtain CEO signature on all checks
  22. Inventory Management: Create and maintain a list of all office furniture, computer, printers, toner, marketing, supplies, etc.

Qualifications / Requirements

  1. Extensive Experience with communicating to customers (internal & external) daily.
  2. Experiencing managing an executive’s email and calendar.
  3. Extensive knowledge and experience with MS Outlook, Word, Excel and PP.
  4. Experience supporting Sr. Executives in an office management environment.
  5. Expert skills: MS Outlook, Word, Excel and PowerPoint.
  6. Intermediate skills/Experience .with social media management.
  7. Experience with meeting facilitation, equipment, logistics, etc.
  8. Knowledge of travel procedures, bookings, negotiating deals

Company Overview

 

Founded in 2005, Triumph Enterprises, Inc. (Triumph) is a Service-Disabled Veteran-Owned Business. We are headquartered in McLean, Virginia. Triumph offers the federal Civilian and Defense markets personalized knowledge-based professional services.  Our company provides world-class solutions leveraging the following core disciplines:

  • Program Management Support
  • Engineering Support Services
  • Training and Exercise Support Services
  • IT Security (Cyber Operations and Risk Management Services)
  • Sustainment and Life Cycle Logistics Services
  • Data Management and Analytical Services

 

Our pursuit of excellence is driven by an emphasis on Client Focus, Integrity, Imagination, and Employee Engagement – the Core Values that motivate and inspire our leadership, business practices, and company culture.

 

Triumph participates in e-Verify. We provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) with information from each new employee’s I-9 Form to confirm work authorization. Triumph is an equal opportunity employer and gives consideration for employment to qualified applicants without regard to race, color, religion, sex, national origin, disability, protected veteran status or any other status defined by law. Go to www.triumph-enterprises.com to learn more about Triumph.