The Operations Support Analyst/Executive Assistant supports the AMO Chief of Staff.Duties include:
Serves as the front office receptionist when required i.e. gov EA illness, vacation, lunch, providing daily coverage ranging from 7:30 am to 4:30 pm.
Shall coordinate office management activities and administrative support for the Executive Assistant, who is the responsible government official for this work.
Shall greet visitors, guests and employees with a warm welcome and demonstrate a professional hospitality and helpful demeanor at all times.
Maintains a clean and organized reception area and a clear and clean pathway to the large conference room, i.e., the bridge conference room.
Ensures front office appearance and custodial needs/requests are met on demand.
Prepares documents, files, answers phones, greets visitors, prepares packages for shipping, and completes other tasks or special projects as required; completing daily requests in support of the listed products/deliverables
Schedules and coordinates appointments and internal and external meetings on demand.
Coordinates domestic and international travel; schedules and makes travel arrangements on demand.
Assists the Executive Assistant and Chief of Staff with executive staff functions on demand.
Screens telephone calls and prioritizes messages to provide timely responses.
Opens and reviews incoming mail and correspondence.
Screens incoming correspondence, actions, or taskings and identifies required action; correctly directing action to appropriate program office/responsible official on first try no less than 95 percent of the time.
Supports the Deputy Assistant Commissioner with routine reach-outs to staff on administrative matters.
Shares responsibility for updating AMO telephone rosters on a monthly basis.
Maintains and manages conference room calendars.
Reviews and assesses incoming documents, e.g., correspondence, reports; and make a preliminary determination on needs /requirements to properly route such documents; correctly directing actions to the appropriate program office/responsible official.
Maintains Microsoft Access data base for correspondence tracking and provides a weekly report on the status of each assignment.
Performs administrative duties on demand, e.g., drafts correspondence, files, faxes, copies, etc.
Accurately utilizes and complies with DHS, CBP, and AMO style guides and format templates.
Uses correct grammar, punctuation, and sentence structure(s).
Assists with the plans and arrangements for conferences and events.
Assists with daily and weekly briefing materials for Assistant Commissioner and Deputy Assistant Commissioner.
Establishes and maintains various files and records management systems that are user-friendly and easily accessible.
Maintains chronological log and archive of records for subsequent reference purposes.
Unless otherwise specified, all deadlines are ASAP, products and deliverables are due based on specified date of meeting and presentation schedules.
Serves as AgilQuest advisor for workplace management software use and training
Creates and tracks TRIRIGA program trouble tickets for office maintenance
Maintain supply room inventory
Shall establish and model the highest standards and qualities of executive front office professionalism, i.e., exceptional customer service, hospitality and proficiency in executive level review and follow up of all responsibilities, actions and tasks.
Required Qualifications and Experience:
Associates degree desired. Some college experience strongly desired.
Detail-oriented, resourceful, and expert multitasker.
Has an aptitude for retaining and applying changing/evolving policies and procedures in a dynamic front office environment.
Demonstrated experience working in an executive level front office is highly desired.
Able to work comfortably in demanding front office situations and under the pressure of short deadlines on a continuous basis.
Has an aptitude for quick learning. Is willing and able to assimilate, absorb, and retain new material; and subsequently build and develop a broader and more in-depth knowledge of the AMO program.
Has demonstrated experience adapting to new and changing conditions.
Must develop proficiency in anticipating executive needs, and in dispatching and managing office correspondence.
About NextGen:NextGen Federal Systems is an innovative technology and professional services provider specializing in advanced software solutions and comprehensive mission and business support services. We work in close collaboration with our Customers to truly understand their business and mission goals. Our approach is to design, build, implement, and manage solutions that measurably improve our client’s organizational performance. We have established and foster a corporate culture where we:
Treat employees with fairness and respect regardless of their position, tenure, race, or sexual identity.
Communicate the importance of our mission and our employees’ contributions to it, ensuring they understand how their job role contributes to the greater good.
Openly promote and communicate our ideas for change and adaptability.
Strive to achieve results as an organization.
Hold employees accountable to their commitments and provide incentives that encourage positive and productive behaviors.
Value the talents and contributions of our employees as the key factor for our success.
Create an environment where people can engage at all levels.
Encourage people to take risks and allow them to make mistakes.
RefID: A01
