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.