Administrative Assistant

Ocean Bay, LLC, a subsidiary of Three Saints Bay, LLC and a Federal Government Contractor industry leader, has an opening for a highly motivated Administrative Assistant, located in Arlington, Virginia.

The Administrative Assistant will perform a wide range of administrative and office support activities for the department and/or managers/supervisors to facilitate the efficient operation of the organization. Provides administrative support and performs numerous duties, including scheduling, writing/editing correspondence, emailing, handling visitors, routing callers, record keeping, and answering questions and requests.

• Uses greater judgment and initiative to determine the approach or action to take in non-routine situation’s, interprets and adapts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations.

• Based on knowledge of the supervisor's views, compose correspondence on own initiative about administrative matters and general office policies for supervisor's approval.

• Anticipate and prepare materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered.

• Read publications, regulations, and directives and act or refer to those that are important to the supervisor and staff.

• Prepare special or one‑time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc.

• Advise secretaries in subordinate offices on new procedures; request information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries, etc., and shift clerical staff to accommodate workload needs.

• Receive and direct visitors and clients.

• Answer, screen and transfer inbound phone calls.

• Handle requests for information and data; resolve administrative problems and inquiries

• Prepare and modify documents including correspondence, reports, draft memos, cables and emails.

• Schedule and coordinate meetings/appointments for managers or supervisors; inform manager/supervisor about cancelations or new meetings.

• Record, compile, transcribe and distribute minutes of meetings.

• Open, sort and distribute incoming correspondence; coordinate outgoing mail and packages to be picked up.

• Maintain office supply inventories

• Coordinate maintenance of office equipment.

• Coordinate employee moves or in‑bound workstation set‑ups.

• Prepare statistical reports and manage spreadsheets.

• Coordinate travel arrangements; prepare itineraries; input travel authorizations into financial system, and process travel vouchers and records.

• Relay directives, instructions and assignments to executives.

• Maintain hard copy and electronic filing system.

• Maintain attendance reports, leave records, trip records and logs. Corrects any discrepancies found in reports.

• Perform routine Audits of Databases and files.

• Perform a range of general administrative activities, as well as facilities/space management, customer support services, resource distribution, acquisition support, and human resources support.

• Perform other related and/or administrative duties as assigned.

• High School diploma or equivalent.
• Minimum of 3 years of relevant work experience.
• Able to work as part of a team or independently with minimal direction.
• Strong oral, written and interpersonal skills; excellent proofreading skills.
• Ability to multi‑task; detail oriented; be observant and anticipate operational needs
• Good problem solver and able to handle difficult situations.
• Knowledge of clerical and administrative procedures and systems such as filing and record keeping
• Ability to be flexible and adaptable in a variety of situations.

• Experience with Microsoft Teams and SharePoint management and computer software programs.
• Must be proficient in the Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Possess knowledge of applying analytic methodologies and principles to address program needs.

Security Clearance Level: Public Trust

• Background Check
• Appli…