STG International is seeking an Executive Assistant for Federal Occupational Health Services (FOH) in Rockville, MD
The executive assistant provides high-level administrative, office, and project management duties to support the senior leadership team, particularly the Clinical Health Services (CHS) Director, by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings and events.
Clinical
Service Operations
- Daily calendar management, appointment scheduling, and assures appropriate preparation of daily materials, briefings, etc. Proactively anticipate and resolve scheduling or other conflicts as they arise.
- Schedule internal, external meetings, and business-related social events; ensure WebEx, VC, projector, and other meeting resources are arranged and delivered on time for all meetings.
- Coordination of meetings, including scheduling, securing prep materials, and WebEx host management.
- Host recurring meetings, ensuring the collection and preparation of meeting materials from the appropriate presenters.
- Schedule and coordinate domestic and international travel itineraries, flight arrangements, and transportation logistics.
- Coordinate office itinerary, participation in special or social events, and internal/external meetings for executives in advance of each visit to satellite FOH offices.
- Serve as primary POC for 5600 Fishers Lane. Building Management, PSC, and HHS.
- Serve as liaison and primary point of contact between SLC and SFO offices.
- Prepare, modify, and/or proofread documents, including correspondence, reports, and memos.
- Record, type, and distribute meeting minutes as requested.
- Provide general office support as requested and assists with other duties as assigned.
- Coordinate with PSC Receptionist regarding guest management. Greet visitors and ensure they have access to the appropriate designated individuals.
- Edit and circulate emails; edit and format executive letters and briefing materials at the direction of leadership.
- Manage and execute special projects and events as assigned.
Administrative (Business/Management)
Procurement
- Completion and management of Process In and Out and Process Change forms as it relates to IT, security, office and phone changes, office equipment maintenance, and building repair issues.
- Coordinate employee after-hour access to the building, fitness center access, office supplies, etc.
Cost Recovery
- Ensure travel is booked in accordance with approved federal travel guidelines.
- Track executive expenses and ensure expense reports are completed promptly per the government travel rules.
Staffing and Reporting Relationships
- Create a climate of trust, accountability, and professionalism. Understands 'chain of command' to report issues affecting productivity and morale.
- Be on time to work, work all designated hours, and request personal leave in a timely
- Request leave according to specified timeframes.
- Completes HHS and FOH-mandated training on schedule.
- Protects confidential and proprietary financial documents.
- Handle confidential information of classified and sensitive materials and maintain discretion at all times.
- Adhere to telework policy when permitted.
Technology
- Follows HHS and FOH policy regarding the management and security of PHI and PII.
- Demonstrates a high level of proficiency on all technology utilized by FOH, including but not limited to Concur, FOH Portal, Microsoft Suite, etc.
- Knowledgeable and proficient in IT systems, for database entry, tracking, other deliverables.
- Attends training on IT systems, both initially and with updates; asks for help when needed. Completes mandatory IT training by specified deadlines.
- Performs all FOH-associated tasks on Government Furnished Equipment.
Strategy
Customer Service
- Provides and delivers quality customer service to internal and external stakeholders, including supervisors, through effective communication and collaboration.
- Delivers service in a knowledgeable, skillful, and accurate manner, demonstrating increasing proficiency and business savvy in performing tasks.
- Works proactively to understand, anticipate, and meet the needs and expectations of customers.
- Treats customers in a professional and courteous manner during all interactions.
- Takes personal responsibility for managing and meeting customer needs and expectations.
- Responds to customer needs and requests for service in a prompt manner. Returns customer phone calls within one business day. Follows-up with customers regarding outstanding issues each week until resolution. Provides periodic updates to leadership.
- Demonstrates consistent and continual adherence to PSC customer service goals, values, and standards.
Metrics
- Organizes and collects data for data calls and other deliverables as requested to support FOH.
- Ensures that data is provided in a timely manner to assist leadership team in meeting deadlines.
Required Skills
- Must be organized and possess attention to detail.
- Must have good command of the English language.
- Must possess excellent oral and written communication skills.
- Must demonstrate the ability to work within a professional hierarchy.
- Must have efficient typing and computer skills, including demonstrated proficiency with email service, MS Word, advanced (at least intermediate) Excel skills, Adobe, and the ability to create graphics using Word and Excel.
- Must be able to take direction and implement directives.
- Must be able to articulate problems, discrepancies, or needs clearly.
- Must be autonomous and use provided resources to complete assignments.
- Must be an active participant in team activities and interaction.
Required Experience
- Associate's degree, with 3-5 years experience in administrative work in a health care or business operations-related field.
- Preferred: Bachelor’s Degree in Business or Health Related field OR Bachelor’s degree with a minimum of 3 years experience performing administrative duties in a health care or business operations program
- Demonstrated experience managing people, projects, and processes.
STGi is a workforce solutions company providing comprehensive healthcare delivery, Head Start and management consulting services and human capital solutions help our clients. Our services and solutions help our clients sustain and enhance their operations to better accomplish their mission.
STGi offers a competitive benefits package which includes Medical, Dental, Vision, 401k with company match and a generous PTO policy.
STGi is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class.
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