Executive Administrative Assistant (SCA 01020)

E2 Consulting Engineers, Inc. (E2) is a professional services firm established in 1988 specializing in a full spectrum of engineering services including, project engineering and design, federal base operations and infrastructure support services, gas pipeline construction and inspection services, environmental consulting and remediation, and information technology services. At E2, we value safety, innovation and collaboration, and we are dedicated to excellence.

This Executive Administrative Assistant (SCA 01020) position will provide administrative support to the executive director and staff. Will be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials. Other responsibilities for this position include secretarial duties (filing, taking phone calls, scheduling appointments, making travel arrangements), support current office systems, technologies, practices, and strategic plans. Must be adaptable to changing practices and priorities, evolving technologies, and future systems. The services and work products delivered must conform to all Departmental policies, procedures, directives, standards, and other similar requirements, e.g., publications standards.

Support shall include, but not necessarily be limited to the following:

The position uses subject-matter knowledge and judgment to complete assignments consisting of numerous steps varying in nature and sequence. The position requires the ability to anticipate requirements to support the shifting demands of the Offices' fast-paced environment, a thorough knowledge of office work and routines to (1) choose among widely varying methods and procedures to prioritize and process complex transactions; and (2) select or devise steps necessary to complete work assignments efficiently.
• Review, prepare and coordinate a variety of high-quality agreements, letters, memorandum, emails, reports, and other documents for Executives or Director signature or collaboration, then dispatch to recipient.
• Make travel arrangements and submit travel authorizations and vouchers. Develop travel itineraries, prepare travel directions, and provide event materials. Assist in resolving travel related reimbursement issues. Assist other employees with corporate travel systems (ConcurGov and Foreign Travel Management System) as needed.
• Greet and assist visitors, answer organizational phones, and direct customers to the concerned office or employee.
• Act as a liaison between the internal and external executives, managers, employees, and consultants. Ensure that customer expectations are met and understand the type and level of service available and expected.
• Coordinate meetings, manage calendar and daily schedule.
• Coordinate logistics (e.g., scheduling, resources, Webex, call-in numbers, etc.) for meetings and events to include scheduling, setting up conference rooms, and securing proper equipment for internal and external events. Provide meeting materials for attendees.
• Assist with conference registration paperwork and document preparation, and approvals.
• Assist with special projects and provide administrative services and logistical support for office-sponsored workshops, conferences, and symposiums, when necessary
• Establish and maintain filing systems in accordance with DOE procedures including document control.
• Develop and maintain task tracking systems to keep track of tasks assigned.
• Utilize and maintain databases and information systems. Review and reconcile data. Generate reports from various informational databases using standard parameters or special queries as required. Provide data entry for startup or closeout information on projects.
• Handle and use fax machines, photo copiers, scanners, videoconferencing, telephone system, computer, and office software efficiently. Ensure the organization and cleanliness of the copy and fax areas. On a frequent basis (at least daily), verify machines are working properly. Refill paper bins, empty shredder bags, and ensure staplers are working to facilitate efficient staff usage.
• Sort and distribute incoming standard mail, pick-up and deliver correspondence packages routed between NETL sites. Complete appropriate UPS Express Account and Authorization Approval form used to ship items through UPS.
• Facilitate the in-processing and out-processing of employees to include office space, name plates, office supplies, etc.
• Prepare purchase requisitions using government's purchasing system STRIPES.
• Support staff with general typing, formatting of documents, reports, completing and submitting various forms and recordkeeping, work orders, and data entry. Fax, scan, copy, file, etc., as needed.
• Other duties as assigned to ensure timely project execution.

• High school diploma or equivalent.
• Minimum 5 years' executive level administrative support experience.
• Proficiency with Microsoft products (Word, Excel, PowerPoint, Outlook). Ability to learn government software programs and systems.
• Excellent grammatical and proofreading skills.
• Travel management experience to include the ConcurGove and Foreign Travel Management System.
• Ability to anticipate requirements, apply judgement and choose among widely varying methods and procedures to prioritize and process tasks.
• Ability to communicate and interact with others at various levels of management, both in person and/or by telephone to conduct business.
• Ability to maintain confidentiality.
• Ability to work independently.
• Ability to work under time pressure and rapidly for long periods to meet deadlines.
• Must be able to operate general office equipment including but not limited to computer, phones, fax, copiers, printers and related media and information devices.
• Detail oriented.
• Excellent attitude, courteous and professional demeanor, and enthusiastic team member.

Preferred Responsibilities/Requirements

• Associate degree in Business Administration or related field.

E2 Consulting Engineers, Inc. offers an excellent benefits package including health, dental, vision, and life insurance, 401(k) with employer match, paid time off.

Work Environment

• This job operates in a professional office environment and uses standard office equipment such as computers and phones.

Physical Demands

• Such positions may involve routine lifting of up to 10 pounds, regular handling, grasping, kneeling, and carrying.
• Constant use of vision and mental alertness is required.

Integrated Safety Management

• Know and follow environment, safety, and health (ES&H) policies and procedures that apply to their job assignments.
• Become knowledgeable of and maintain awareness of the ES&H hazards associated with their work. Perform work safely in accordance with hazard controls.
• Report all unsafe operations, and, if necessary, exercise stop-work authority in cases of imminent danger.
• Work only on those tasks in which they have the required competence, training, skills, and abilities to prevent injury to one's-self, employees, the public, or the environment.
• Maintain active involvement in the introduction, revision, and/or promotion of ES&H/ISM program activities.

Hours of Work

• This is typically an 8 hour per day daylight schedule.

E2 Consulting Engineers, Inc. is a Drug Free Workplace. After accepting an offer of employment, applicants may be required to undergo background checks, drug testing, and/or fit-for-duty physical examination. Drug screens will include, but not be limited to, Amphetamines, Cocaine Metabolites, Marijuana Metabolites (THC), Opiates, and Phencyclidine (PCP). As a federal contractor, E2 cannot permit employees in certain positions to use medical marijuana, even if prescribed by an authorized physician.

Please no solicitation of any kind from agencies, staffing, or recruiting firms.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.