BILLABLE LABOR CATEGORY: Administrative Support- Human Resource

CAREER LADDER TITLE: Administrative Support Specialist

LOCATION: Vienna, VA-Hybrid

JOB DESCRIPTION:

The candidate shall provide administrative support for the Human Resources Department (HRD) and must be proficient with Microsoft Office Suite applications. Should have general knowledge and experience in office management. It is also essential that the Candidate can provide administrative support for meetings, correspondence, and following up with action items to team members. Candidate shall provide focused administrative support for HRD to include editing and formatting correspondence, reports, briefings, and other content drafted by the VP of HR; transmit documents, data file migration, and draft data protocols; provide focused support for HRD meetings and other events; support conference planning, travel coordination, and organizational activities. Candidate must be able to operate independently when required with minimal guidance and supervision. Candidate must possess problem-solving skills and the ability to conduct independent research. Properly handle sensitive information.

• Maintain Calendar. The Candidate shall maintain the Master HRD calendar, coordinate the daily activities, Compliance reporting deadlines, PTO, and travel schedules to resolve conflicting priorities and requirements and ensure support for attendance at meetings.

• Preparation of Correspondence and Reports. Candidate shall have strong writing and editing skills. The Candidate shall prepare formal, official correspondence based on drafts from the VP of HR. The Candidate shall assist in preparing required reports and presentations.

• Office Management. Depending on the position assigned the Candidate shall be a backup to the Office Manager in her absence. Responsible for coordination of office administrative functions, office space management, processing visitor logs, and visit requests, scheduling office events, and ordering supplies.

• Mail Processing. As required, the Candidate shall process incoming mail, including e-mail and facsimile, and route correspondence to the appropriate individual(s) in the office for response and tracking actions.

• Maintenance of Files/File Migration. The Candidate shall maintain accountability of files and correspondence in the office, in electronic form The files should be archived appropriately and accessible whenever the need arises to find historical documents. File Migration from legacy HRIS systems in accordance with NIST regulations.

• Preparation of Briefings and Other Documentation. The Candidate shall prepare formal, official program documents and correspondence based on department input and direction and maintains accountability of associated program files and records. The Candidate shall assist in the development and coordination of appropriate responses, and reports pertaining to client projects.

EDUCATION REQUIREMENTS: Bachelor's degree preferred or equivalent experience

EXPERIENCE REQUIREMENTS: 3-5 years of general administrative experience

SKILLS:

• Motivated, self-starter, and independent worker

• Strategic and critical thinking

• Detail Orientated, Organized, Strong writer

• Works well under pressure

• Demonstrated ability to work in a confidential environment with sensitive corporate and personnel data

• Demonstrated success in developing strong working relationships with senior business and HR leaders from across the business

SPECIALIZED SKILLS-REQUIRED:

• Strong knowledge of Microsoft Office Suite particularly PowerPoint and Excel

SPECIALIZED SKILLS-DESIRED:

• Familiarly / experienced in Human Resources

WORK FLEXIBILITY:

• Hybrid work schedule (2 - 3 days a week MANDATORY; must be in the office on Thursdays)

ADDITIONAL REQUIREMENTS:

The implementation and enforcement of Executive Order 14043 is currently suspended under an injunction pending further litigation. Once the litigation concludes, Candidates may be required to be vaccinated to be eligible for employment, except in limited circumstances where an employee is legally entitled to accommodation.

Individuals are considered fully vaccinated for COVID-19 two weeks after receiving the second dose in a two-dose series or two weeks after receiving a single-dose vaccine.

If you are entitled to accommodation, please advise your Aeyon liaison, and they will consult our Human Resources Department for consideration.