The Building People
Requisition Number: [[RequisitionNum]]
Job Title: Executive Administrative Assistant IV
City: Washington
State: DC

Company Description

The Building People is a recognized leader in real estate facilities services. Our global organization delivers total lifecycle solutions for clients that integrate technology, buildings, and people to solve today's complex challenges for building owners, occupiers and stakeholders. We empower our clients to maximize the workplace experience and reduce costs without sacrificing quality and reliability. Our strategy leads clients towards the future of facilities through a connected real estate model that propagates new norms to deliver organizational efficiency, sustainability, and savings.

Executive Administrative Assistant IV

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Description/Job Summary

The Building People has an opening for an Executive Administrative Assistant IV on a task with the Office of Energy Efficiency and Renewable Energy (EERE).  The Executive Administrative Assistant IV will perform a variety of administrative functions to support the operations of a program office. Performs specialized administrative support tasks of a non-routine and non-repetitive nature. Monitors projects and/or finances for members of assigned functional unit. Performs professional level tasks both formal and informal requiring independent judgement, initiative, and tact; determines method of collection and analysis for assigned projects; and prepares complex briefings. Coordinates administrative work within the secretarial and clerical support group. Must be proficient in Microsoft Office Suites 2010 or better.  Manages multiple calendars and meeting rooms on Outlook.  Expertise in preparing various reports, making recommendations for actions, project management, event planning, office relocation planning and other duties as assigned.  

  • Performs a variety of administrative function to support the operation of a DOE EERE program office.    
  • Must be experienced working with senior executives. 
  • Most possess independent judgement, initiative and tack. Must be proficient in Microsoft Office Package. 
  • Most have extensive experience with Department of Energy Travel and Conference Management policies and systems.
  • Functional areas for this position include but not limited to:
    • Manages multiple calendar and schedules meetings
    • Prepares agendas for internal/external meetings and prepares briefing materials
    • Arranges/coordinates domestic/international travel 
    • Composes and prepares correspondence for senior management
    • Tracks incoming issues addressed to Director & Deputy Director and ensures that responses are sent in a timely manner
    • Monitors and responds to emails
    • Prepares draft Power Point presentations and reports when needed
    • Maintains digital and paper files
    • Serves as office receptionist and customer service representative
    • Provides conference administrative/travel support to Operations Team and Program Managers, as needed
    • Manages conference room scheduling and set-up, including webinars and videoconferences
    • Manages logistics of monthly All-Hands meeting (e.g., ensure room reservation, room setup, webinar setup, manage remote attendees and call-in). 
    • Support development of Travel Authorizations and managing the expenditure of travel funds
    • Support in the development of process documents such as travel, on boarding and general Standard Operating Procedures

Required Education

A minimum of a  Bachelor’s degree with a preferred discipline in Business Administration or Management required plus fourteen (14) years of experience.

Details

Competitive benefits include: 

  • Medical & Rx
  • Dental
  • Vision
  • Flexible Spending Accounts
  • 401(k) Retirement Plan
  • Life Insurance/AD&D
  • Long Term Disability
  • Paid Time Off
  • Holiday Pay

Secret Clearance, or the ability to obtain one, preferred but not required. Due to the nature of our business, most positions require U.S. citizenship. Federal Government experience a plus.

All positions require a background check after acceptance of our offer. The selected candidate will be eligible to begin employment before the background check has been finalized.  However, continued employment will be contingent upon the results of your reference/background check from The Building People, LLC.  Your position may require special credentialing, clearance, and access as a condition of employment.  In the event the government or client does not sponsor or approve your clearance, it may result in termination of your employment. 

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We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at reasonableaccomodation@thebuildingpeople.com and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this e-mail address.

For more information, view the EEO is the Law Poster and Pay Transparency Statement.