Location: Washington D.C.
Title: Administrative Specialist III
Schedule (FT/PT): FT
Travel Required: As Needed
Clearance: Ability to Obtain

At LBYD Federal, “Large Firm Expertise, Small Firm Responsive”, is our motto we live by and practice each day. With the capability to produce high quality designs in a fun, supportive and exciting atmosphere, we recognize our employees are our greatest asset. We offer an exciting variety of opportunities for employees to develop and grow their careers, working alongside diverse and supportive team members to achieve success. We maintain our responsiveness to clients and partners by allowing our employees the autonomy to achieve success.

Along with a competitive benefits package and 401(k) matching, we strive to maintain a 98% employee retention rate, by providing our employees endless growth opportunities. Unique opportunities such as a formalized mentorship program, professional development through North Wind University, a wellness program, celebrating our employees time with us through our employee service awards program, and many others meant to enhance the employee experience ultimately led to high employee satisfaction. Additionally, we strive to support the communities we live, work, and enjoy by taking part in community fundraisers, and volunteering through local and national organizations.

We give you the flexibility to achieve your best work by offering hybrid working options, while fostering a culture of inclusivity, equity and diversity, creating a workplace we feel everyone can achieve success. We take pride in the impact our employees make as leaders, no matter the level within the organization. You will be connected with like-minded, high achieving individuals upon joining our organization leading and participating in the most challenging designs across the world.

POSITION PURPOSE:

Provide administrative, executive, and business services support associated with the U.S. Department of Energy, the Arctic Energy Office (AE).

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide direct support to the Director for the Arctic Energy Office, and their respective staff in all areas of executive and administrative support for AE. In accordance with the Safer Federal Workforce Task Force, AE may adopt principles focusing on program mission and contractors' well-being and safety.

• Follow DOE safety requirements and guidelines relating to COVID.

• Have prior experience working at the executive assistant level for executives and senior officials in leadership positions.

• Able to anticipate or recognize problems and refer them immediately to the right person for resolution and find common threads among unrelated events to identify potential issues and resolve them.

• Keeping track of multiple calendars, tracking meetings and activities and scheduling conferences and business travel and be skilled in proactive, "strategic" scheduling for the AE Director, and staff as requested (includes detailees, contractors, interns, etc.).

• Prioritize scheduling demands quickly and efficiently, often without specific direction from management.

• Must determine needs, and handle conflicts in schedules and resources with professionalism.

• Departmental processes and procedures for travel, foreign visitor access, executive correspondence, and other administrative tasks. Note: if candidate is from outside DOE, they must be aware and able to demonstrate an ability to learn and apply DOE systems quickly.

• Provide a broad range of administrative support services in functional areas that include administrative services, as needed.

• Supporting AE training and conference needs via tracking of funds and logistical requirements.

• Coordinating with AE officials and personnel to ensure applicable building access for visitors.

• Coordinating with respective Headquarters Security Officer, planning and coordinating visitor access for cleared AE personnel to military locations in Alaska.

• Basic work schedule is 8:30 a.m. to 4:30 p.m. EST according to the client's preference. Position may offer a teleworking opportunity for two to three days per week.

• Serving as the primary point of contact for input from DOE staff and outside groups for the AE Director and staff, detailees, as needed.

• In coordination with SC/OP personnel, plan, coordinate and execute for site security (HQ Visitor System), facilities, IT (DAYS), required resources and data and reporting as required within DOE systems.

• Assisting with the preparation of background materials for meetings and conferences and coordinates meetings and conferences including logistics and sponsorships.

• Proofreading and coordinating communications requiring the signatures/approvals of the AE Director and designated personnel for transmittal within DOE as well as externally as requested.

• Monitoring the AE shared email inbox and routing incoming inquires, as well as tracking incoming and responses.

• Implementing administrative policies, processes and procedures.

• Prioritizing scheduling and supporting meetings/video conferencing.

• Maintaining the AE Director and designated senior officials' calendars – strategic scheduling appointments and supporting meeting prep.

• Providing Travel Support for AE personnel (i.e. staff, detailees, contractors, etc.) that includes:

  • Utilizing the AdTrav and Concur automated travel management systems
  • Collaborating with OP/SC Travel Administrator(s) on travel matters
  • Making travel arrangements (e.g., airline, lodging and transportation reservations, leadership approval for charter flights, etc.)
  • Preparing travel authorizations and vouchers
  • Preparing, coordinating and assisting personnel on “Invitational” travel
  • As needed serve as the liaison with U.S. Embassy staff to coordinate and execute logistical arrangements and country clearances for foreign destinations and ensures staff complete any required briefings and equipment requests.

• Establishing and monitoring procedures for correspondence (including eDOCs), official files and records disposition, scheduling, office protocols, briefings, and presentations.

• Drafting and routing correspondence and packages for comments, as requested.

• Managing AE central files using DOE legacy systems.

• Requiring extensive experience on multitasking and shifting priorities.

• Serving as a liaison to the Office of Policy's Operations Office, as needed.

• Coordinating and/or handling AE responses to orchestrated IT data calls.

• Serving as a point of contact to coordinate efforts for reviews to integrate SC and/or OP processes and procedures.

• Performing a variety of administrative and special projects for senior-making officials.

MINIMUM QUALIFICATIONS:

Education and Experience:

• High School Diploma.
• Minimum of 5-8 Years Administrative experience.

Skills and Abilities:

• High level of proficiency in time management and coordination of multiple tasks.
• Proficiency in Microsoft Office Suite, and knowledge of, or training in, other Office of Science and DOE information systems or the ability to learn new systems and software quickly.
• Skilled to support communications, internal/external information requests such as controlled correspondence, informational support, and staff transitions
• DOE systems (Concur, DAYS, eDocs, FTMS, IT systems)
• Strong communication skills and teamwork skills, including the ability to process and summarize complex information clearly and succinctly and work well virtually as well as in-person.
• Adaptable in vibrant and quickly moving office environments, and capable of balancing multiple, quick turnaround, high priority tasks
• Exercising judgment in the absence of direct supervision

PREFERRED QUALIFICATIONS:

• Federal contracting experience.
• Experience using Concur travel system.
• Experience with correspondence tracking and monitoring.
• Experience building client relationships.
• Ability to multi-task

PHYSICAL DEMANDS:

• This position is a sedentary role. While performing the duties of this job, the employee will be sitting for long periods of time but will also be required to stand, walk, and communicate with others. ** __**

WORKING ENVIRONMENT:

• All work performed indoors.

**

North Wind offers a competitive pay and benefits package to include health, life, and disability insurance benefits, 401(k) with company match, generous paid leave and tuition reimbursement for eligible employees. As a company, we are committed to employee wellness, professional development, and work-life balance. We value safety, reliability, and commitment to our people! For more information about our benefits or hiring philosophy, visit the North Wind Career Opportunities Page.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The nature of those accommodations will be determined on a case-by-case basis. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact our Helpline +1.208.528.8718 or use the Request for Reasonable Accommodation form to get assistance.

North Wind is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data, religion, or other legally protected status. All qualified applicants will receive consideration for employment without regard to their protected veteran status and will not be discriminated against on the basis of disability.

Proof of citizenship will be required as a condition of employment. **
**

Candidates may be required to obtain and hold a Secret or Higher US Government Clearance.