Lead Administrative Assistant

Overview

C2 Alaska, LLC.

Washington, DC

The Administrative Support III Senior Lead Trading and Marketing serves as the on-site lead for a team of six Administrative Support Professionals supporting the U.S. Securities and Exchange Commission, Division of Trading and Markets. The Senior Lead coordinates daily administrative operations, balances the team's workload, monitors service quality, escalates issues as needed, and serves as the primary point of contact for the contractor among assigned personnel, SEC stakeholders, and program management.

Responsibilities

• Provides day-to-day oversight of assigned contractor personnel, including workload distribution, assignment tracking, service coverage, escalation support, and coordination with program management regarding performance or operational concerns.
• Performs complex clerical and administrative duties for senior officers, managers, and professional staff, including handling confidential or sensitive information, preparing initial drafts of correspondence and memoranda, proofreading materials, tracking internal reports, and gathering information for action by SEC personnel.
• Uses office automation software and SEC-approved systems to prepare and edit correspondence, enter and retrieve data, conduct research, create documents, send emails, maintain filing systems, update office-level spreadsheets, and support SharePoint, sec.gov, or other SEC web application updates.
• Processes, routes, and files correspondence, documents, internal reports, forms, and tips, complaints, and inquiries from the public in accordance with SEC direction and office procedures.
• Processes SEC forms and administrative requests, including time and attendance forms, visitor access requests, desktop publication requests, facilities requests, office supply requests, and maintenance-related needs.
• Answers and routes telephone calls
• Greets callers and visitors professionally
• Records accurate messages
• Documents required follow-up
• Answers routine questions
• Supports front reception operations as assigned.
• Assists the public and/or employees at front reception counter.
• Locates documents and files.
• Schedules appointments, maintains calendars, reserves meeting rooms, prepares agendas, arranges video and teleconference support, coordinates SEC IT support as needed, and records meeting minutes when assigned.
• Prints, copies, faxes, scans, assembles, distributes, files, and maintains documents; types letters, reports, newsletters, and other materials; and creates PowerPoint or other presentation materials as requested.
• Interacts with other SEC offices, divisions, and outside organizations to obtain, verify, and provide information requested by SEC personnel.
• Reviews and proofreads work products for accuracy, completeness, formatting, and consistency before submission or distribution.
• Under the direction of SEC personnel, assists with updating office forms, procedures, supplies, equipment tracking, filing systems, schedules, and communications used to support division operations.
• Other duties as assigned

Qualifications

• Bachelor’s degree from an accredited college, university, school, or educational institution recognized by the US Department of Education.
• Minimum six (6) years' administrative support experience
• Minimum two (2) years as a team lead or primary administrative point of contact.
• Ability to provide a favorable credit history.
• Successfully pass background and drug screening

Preferred Qualifications

• Experience supporting SEC, federal agency, financial regulatory, litigation support, or executive office operations.

Knowledge, Skills and Abilities

• Proficiency with Microsoft Word, Excel, Access, Outlook, SharePoint, and other office automation tools used to prepare correspondence, manage records, track data, maintain workflows, and support administrative reporting.
• Ability to manage competing priorities, monitor administrative workflow, prioritize assignments, meet deadlines, and review work products for accuracy, completeness, formatting, and consistency.
• Ability to lead, manage, and motivate team members to meet contract expectations, maintain service quality, and support timely completion of assigned administrative responsibilities.
• Knowledge of administrative and office support regulations, procedures, practices, and policies, with the ability to identify requirements, anticipate issues, and recommend practical office procedures or workflow improvements.
• Knowledge of methods for gathering, evaluating, summarizing, and presenting information from multiple sources while considering relevance, source quality, sensitivity, and the intended use of the material.
• Skilled in preparing forms, documents, reports, and correspondence; drafting replies to routine inquiries; reviewing materials submitted for approval or signature; and ensuring documents are clear, complete, and properly formatted.
• Possess accurate typing and data-entry skills sufficient to prepare correspondence, input and extract information, maintain records, and support routine reporting requirements.
• Ability to anticipate administrative and program support needs, coordinate effectively with internal and external sources, and take timely action to help accomplish office objectives.
• Advanced written, verbal, and interpersonal communication skills, with the ability to interact professionally and effectively with senior executives, managers, government personnel, contractor staff, and visitors.

Physical Demands: (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• Sufficient fine motor skill for use of computers, calculator with an ability to withstand repetitive keyboarding for extended periods of time
• Visual, auditory and communication abilities sufficient to perform the essential functions of the job
• Ability to kneel bend and twist at the waist on an occasional basis,
• Ability to push, pull, carry and lift objects weighing up to 20 pounds on a regular basis and more on an occasional basis
• Ability to travel by plane and safely operate a motor vehicle.

Estimated Salary/Wage