Executive Assistant / Business Analyst

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Job description

The Panum Group is looking for an energetic and organized Executive Assistant / Business Analyst to provide daily Front Office operational support to USDA Food and Nutrition Service (FNS) Associate Chief Information Officer (ACIO). The successful candidate has demonstrated experience providing administrative support to executive-level personnel, fluidly working within a professional organizational setting. Tasks include interacting with programs/clients and directors, providing meeting support, drafting memos and documentation, managing action and follow-up items, overseeing calendars and maintaining schedules, and participating in organizational and strategic initiatives. This is an excellent role for a personable, proactive and forward-thinking professional looking to grow their career and expand their administrative management and leadership skills. This position is in Alexandria, VA (Metro accessible), but remote during COVID-19.

Roles and Responsibilities :

• Work closely with the FNS ACIO to coordinate meetings, maintain calendars, and manage office operations
• Provide daily notification to ACIO and Front Office staff regarding meetings, timelines, issues, pending assignments, and action items
• Develop slides / reports and brief FNS Leadership on a regular basis.
• Provide general meeting support to include scheduling conference links/ rooms; preparing and setting up meetings (e.g., teleconferencing); developing necessary materials (e.g., agendas, handouts, slides)
• Serve as liaison between FNS ACIO and other directorates within FNS
• Maintain SharePoint site by providing technical support and updating documents
• Answer incoming calls and correspondence to the Office of the ACIO and route them to appropriate personnel
• Manage the ACIO mailbox for both incoming and outgoing communications
• Update and maintaining accurate directories and organizational charts
• Prepare agency-wide / internal memos and routine correspondence
• Assist in writing articles for FNS OIT Newsletter
• Assist in preparing general deliverables by verifying information and checking source materials
• Assist in collecting information for ACIO briefings
• Assist in coordinating off-site meetings, booking rooms, luncheons, catering, etc.
• Manage shipping arrangements (e.g., UPS) and mail distribution, as necessary.

Minimum Qualifications:

• Associates Degree or higher required for this role
• Ability to tactfully assess the nature of incoming inquiries and provide requested information or refer to the appropriate Program area
• Demonstrated ability to maintain professional demeanor and understanding of Government Protocols
• Possesses strong technical writing and proof-reading skills with the ability to correct documents and emails for spelling and grammatical errors and produce high quality deliverables
• Strong attention to detail, highly organized, with ability to thrive in a busy, deadline driven atmosphere
• Strong verbal skills and the ability to communicate key points with concision and accuracy
• Desire to work directly with and build strong, mutually beneficial relationships with Federal Clients daily
• Ability to quickly gain understanding of administrative processes, personnel, and organizational structure
• Experience and proficiency with MS Teams, MS O365, Excel, Word, PowerPoint, Project, Visio, and Adobe
• Ability to work both independently and in collaborative team environments
• Demonstrated commitment to meeting deadlines and requirements
• Possesses moderate research skills with a curiosity to understand how systems or processes work end-to-end
• Adept at capturing meeting notes/minutes and managing action items
• Active USDA MBI clearance or ability to obtain.

Preferred Qualifications:

• Professional certifications a plus
• Focus on personal/professional development and career growth
• Desire to work within and help grow a positive, collaborative, high-performing team
• Familiarity cloud-based environments or platforms (e.g., O365, ServiceNow, Amazon Web Services, Salesforce, Azure)
• Aspirations for business analyst / project management role in future
• 4-year degree from accredited University/College.

Job Type: Full-time

Schedule:

• 8 hour shift

Application Question(s):

• Active USDA MBI clearance or ability to obtain?

Work Remotely:

• Temporarily due to COVID-19

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