Administrative Assistant

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Job description

Overview:
AJANTA CONSULTING, LLC.

San Antonio, TX

The Administrative Assistant is responsible to the project manager for overall administrative task control and accountability and general management of specific projects assigned.

Responsibilities:
Manage multiple meetings and webinars on video platforms: Zoom, Go-To Meeting, Teams.

Schedule and organize activities for large quarterly meetings, travel packets, and itineraries for high-ranking individuals.

Transcribe and provide minutes, as needed.

Collaborate with program managers to track, develop, and provide program deliverables.

Perform analysis of operational/functional workflows and processes using Microsoft Suite of products, including but not limited to Word, Excel, PowerPoint, SharePoint, and Teams.

Manage and maintain efficient processes that ensure documentation is accurate and up to date as it applies to day-to-day contract activity.

Evaluate and provide recommendations on how to improve our processes, systems, and efficiency, including new platforms, applications, vendors, and processes.

Maintain, review, and/or update program specific SOPs

Responsible for e-file creation and tracking orientation status, data entry and maintenance.

Establish close working relationships with company program managers, task order leads and respective customers and subcontractors on a program-by-program basis.

Prepare special reports by collecting, analyzing, and summarizing information and trends.

Prepare for, assist with, and manage project events, briefings, and site visits, as needed.

Foresee a project's obstacles, risks, and constraints and effectively plan around them.

Provide weekly, monthly, quarterly, annual status reports to program manager as required in the contract requirements.

Maintain records, files, and logs; typing all general correspondence as required.

Manage multiple project deadlines across multiple projects.

Respond to routine telephone requests for information and refers calls and visitors to appropriate staff.

Other duties as assigned.

Qualifications:
High school Diploma or GED

Minimum three (3) years of experience in administration, customer service in professional services, or uniformed service OR

Minimum two (2) years of office administrative experience

Ability to type a minimum of 50 WPM with minimal mistakes.

Knowledge, Skills and Abilities

Working knowledge of a variety of computers software applications, like Microsoft Word, Excel, Access, PowerPoint, SharePoint, and Outlook.

Possess a high degree of proficiency in assigned function and attention to details.

Adept telephone, verbal communications, Microsoft Office, listening, professionalism, customer focus, and organizational skills.

Exceptional written and oral communication skills with a full mastery of the English language, including proper grammar and spelling.

Ability to maintain a high level of confidentiality with dealing with proprietary information and sensitive situation.

Must be able to present professionally to senior leadership and outside clients.

Ability to handle multiple assignments concurrently, balancing priorities to meet deadlines.

Ability to work independently and as a team.

Ability to use forms and databases to provide monthly reports to the Government.

Ability to use good judgment and common sense when performing job functions.

Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.

Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

Experience in an administrative role or a role that required administrative responsibilities.

Ability to travel quarterly as needed.

Physical Demands: (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee may use repeated motions that include the arms, wrists, hands and/or fingers. The employee is occasionally required to walk, stand, climb, balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

Any estimated salary provided by this job board may not align with Chenega's compensation program. Please apply to connect with a recruiter who can provide more details.

Teleworking Permitted?:
false

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