AMVETS Jobs

Description

ICF is hiring a Sr. Administrative Assistant/Operations Support Specialist to perform a wide variety of tasks to support the leadership of our CET (Climate, Energy, and Transportation) Division and Lines of Business. The position is hybrid (Arlington & Reston, VA office presence required weekly, with remaining time remote from home).

You should view yourself as a self-starter who is looking to grow your career in a highly visible role. In this position, you would be essential to our CET executive leadership team, providing critical support for leadership meetings, calendar management, as well as document, presentation, and data management. In addition to supporting the CET executive leadership team, you will be engaged in several CET Operations activities, providing you with opportunities to support tasks and initiatives in such areas as resource management, procurement, accounting, labor processing, and various business planning activities.

In a typical day, you would be supporting a range of activities that can grow your skills and have a direct impact on supporting the success of the CET group's daily operations.

These activities could include but are not limited to:

Routine: managing executive schedules and Outlook calendars, processing expense reports via Costpoint, organizing information and data in MS Teams and SharePoint, tracking the progress of activities to completion, maintaining rosters of information, etc.

Weekly: creating draft senior meeting agendas, attending and summarizing notes and action items, following up to ensure actions are completed, supporting labor processing activities.

Supportive: organizing internal events, increasing employee engagement across a geographically dispersed team of over 650 employees, drafting announcements and reminders.

Operational: supporting strategic engagements, partnering with corporate business services, assisting with a variety of planning and outreach tasks, assisting with resource management and information tracking.

Advanced: applying Microsoft skills to integrate material into a compelling presentation; leveraging AI tools; helping a team to research and organize content to meet a deadline; managing Teams and SharePoint sites to help increase efficient access to information; assisting with report generation, light data analysis, and data extrapolation.

You thrive in a fast-paced environment and enjoy knowing you’re helping the business succeed. Your work is in front of highly experienced executives at every moment. For that reason, we need someone who is motivated to deliver high-quality results that exceed expectations, wants to respond to the needs of the business with value-add services, and who is proactive about building relationships.

Key Responsibilities:

This position will support a variety of general administrative, operations, and personnel processing support duties, in direct support of a small number of senior staff and broader operational support of a large CET team including, but not limited to:

Administrative and Operational tasks:

• Manage the Division Leader calendar, including coordinating availability and resolving scheduling challenges across others’ calendars. Resolve calendar conflicts and manage other operational requests.

• Complete expense reports for selected senior staff.

• Organize and design layout for electronic files in Teams and/or SharePoint.

• Support CET Operations on data management and communications tasks.

• Prepare and submit various documentation in support of business processes.

• Support Division-wide labor processing through follow-up with staff to clear suspense/temp codes, complete missing timesheets; assist with weekly time in suspense management.

• Leverage PowerBI dashboards for data extrapolation and perform light analysis.

• Review, generate, and leverage various data reports, apply formatting, support report-driven action items.

• Utilize business systems to support vendor engagement and procurement activities.

• Support logistics, food/beverage ordering, and other arrangements for division and/or local events, including trainings, all hands, etc.

• Manage corporate purchasing card allocations and associated expenditure processing.

• Maintain and continually develop a solid understanding of organizational operations, policies, and procedures to better anticipate upcoming needs and requests.

• Build strong internal and external relationships and become a go-to resource for administrative and operational information within the team.

• Meeting preparations, including hospitality, setting up conference rooms, and preparing presentation materials and handouts.

• As requested, attend team meetings, collect notes, action items, and send follow-up to team members.

• Use of Word, Excel, and PowerPoint.

• Collate information from several authors to combine into documents and communications.

• Work with Excel data to perform basic data extraction/analysis.

• Create PowerPoint presentations using input from several authors, apply consistent template; apply PowerPoint skills to improve and elevate presentation look and feel, as requested.

• Book travel, where needed, and track expenditures data for business travelers, related light quantitative data collection.

• Track status of business activities across a team, such as date files sent or received, status of signatures, etc.

Communication tasks:

• Prepare weekly and monthly meeting agendas, logistics, and follow-up activities.

• Manage one or two staff calendars.

• Prepare and distribute weekly/monthly update emails, as needed.

• Maintain non-group wide organization charts and lists.

• Manage SharePoint and Teams folders, apply permissions, utilize links to tools and resources.

• Leverage AI tools, where applicable, to create meeting and survey summaries.

• Competent in MS Teams, SharePoint, Word, Excel, PowerPoint, Outlook, and other administrative systems.

Minimum Qualifications:

• High school diploma AND 4+ years of relevant work experience in a corporate administrative support role specifically performing general administrative and senior staff support duties in an office setting OR BA or BS degree AND 2 years of relevant work experience in an administrative or operations support role.

• 2+ years of hands-on experience leveraging the MS Office Suite of products, including but not limited to: Excel, Word, PowerPoint, Outlook, Teams, and SharePoint.

• Experience with basic Excel tasks such as sorting, filtering, data management, formatting.

• Experience with basic PowerPoint templates, presentation formatting, org charts, flow charts, etc.

Preferred Qualifications:

• Experience handling details of a highly confidential and critical nature.

• Comfortable with technologies that facilitate virtual meetings and communications; ability to learn and execute routine audio/visual equipment setup.

• Experience working with geographically dispersed teams, which includes many off-site staff and staff on travel.

• Experience supporting staff events, including planning, vendor coordination, and on-site execution.

Professional Qualifications:

• Strong organizational skills with attention to detail and ability to prioritize to work within deadlines; diplomatic, strategic at multi-tasking, forward-thinker, problem solver.

• Strong commitment to follow-through and execution of one’s responsibilities/tasks.

• Strong verbal and written communication skills.

• Analytical approach to tasks.

• Ability to work independently yet maintain close communication and collaboration with senior staff.

• Proactive, detail-oriented, independent, and fast learner with excellent problem-solving skills with ability to analyze situations, identify existing or potential problems, and recommend solutions.

• Ability to recognize the value of strategic partnerships and leverage for effective and efficient task execution.

Working at ICF

ICF is a global advisory and technology services provider, but we’re not your typical consultants. We combine unmatched expertise with cutting-edge technology to help clients solve their most complex challenges, navigate change, and shape the future.

We can only solve the world's toughest challenges by building a workplace that allows everyone to thrive. We are an equal opportunity employer. Together, our employees are empowered to share their expertise and collaborate with others to achieve personal and professional goals. For more information, please read our EEO (https://www.icf.com/legal/equal-employment-opportunity) policy.

Reasonable Accommodations are available, including, but not limited to, for disabled veterans, individuals with disabilities, and individuals with sincerely held religious beliefs, in all phases of the application and employment process. To request an accommodation, please email  Candidateaccommodation@icf.com  and we will be happy to assist. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations. 

Read more about  workplace discrimination righ t s or our benefit offerings which are included in the  Transparency in (Benefits) Coverage Act.

Candidate AI Usage Policy

At ICF, we are committed to ensuring a fair interview process for all candidates based on their own skills and knowledge. As part of this commitment, the use of artificial intelligence (AI) tools to generate or assist with responses during interviews (whether in-person or virtual) is not permitted. This policy is in place to maintain the integrity and authenticity of the interview process. 

However, we understand that some candidates may require accommodation that involves the use of AI. If such an accommodation is needed, candidates are instructed to contact us in advance at  candidateaccommodation@icf.com . We are dedicated to providing the necessary support to ensure that all candidates have an equal opportunity to succeed.  

Pay Range - There are multiple factors that are considered in determining final pay for a position, including, but not limited to, relevant work experience, skills, certifications and competencies that align to the specified role, geographic location, education and certifications as well as contract provisions regarding labor categories that are specific to the position.

The pay range for this position based on full-time employment is:

$50,135.00 - $85,229.00

Arlington, VA (VA31)