Great new opportunity for an experienced Administrative Assistant with a major Energy and Renewables Corporation located in Reston, VA!
Location: Reston, VA
Telework: (Hybrid schedule to be determined by the individual and the manager)
Duration: 12 months (possible conversion to perm)
Pay Rate Range: $45-$55/hr
Job Summary
Our client, a leading organization in the renewable energy sector, is seeking an experienced Administrative Assistant to support the Renewables and Clean Power team. This role is based in the Reston, VA office, with a flexible in-person schedule determined in coordination with the employee’s supervisor and project or functional leadership.
Key Responsibilities
- Serve as a primary point of contact by answering and screening calls and visitors for the General Manager and Operations Manager of the Renewables & Clean Power team, directing inquiries appropriately.
- Coordinate and manage requests from internal departments and external stakeholders.
- Exercise sound judgment in handling urgent or sensitive matters, escalating or redirecting as needed.
- Maintain a strong understanding of leadership priorities, commitments, and ongoing initiatives.
- Manage and maintain executive calendars, proactively identifying and resolving scheduling conflicts.
- Oversee long-term planning calendars as well as day-to-day scheduling using Outlook.
- Track and follow up on action items to ensure timely completion.
- Maintain records of key issues and pending matters for leadership review.
- Collaborate closely with leadership team members to ensure alignment on priorities and execution of critical tasks.
- Work independently on assignments while ensuring continuity of support during absences.
- Coordinate general office operations and administrative services in partnership with team members.
- Manage incoming and outgoing mail (both electronic and hard copy), ensuring accuracy and proper distribution.
- Arrange courier services (e.g., FedEx, UPS) and provide media or logistics support as needed.
- Prepare and review documents for accuracy, formatting, and executive signature.
- Coordinate complex domestic and international travel arrangements, including detailed itineraries and contingency updates.
- Prepare and submit expense reports in a timely and accurate manner.
- Organize internal and external meetings, including scheduling, facilities, equipment, conferencing, and catering.
- Manage visitor logistics, including security notifications, greeting guests, and arranging workspace when needed.
- Monitor and replenish office supplies and maintain distribution lists.
- Oversee workspace assignments, including hoteling desks and office allocations.
- Manage scheduling and access to the Executive Conference Room.
- Provide additional administrative support to the Renewables & Clean Power team as needed.
Education & Experience
- Minimum of 6+ years of relevant administrative experience.
- Associate degree or equivalent technical training preferred.
Required Skills & Qualifications
- At least 7+ years of administrative or secretarial experience within the past 10 years; prior experience with the organization is a plus.
- Minimum of 5 years of combined experience and/or advanced coursework demonstrating strong writing capabilities.
- Proven ability to handle highly confidential information with discretion.
- Strong interpersonal, customer service, and teamwork skills.
- Ability to collaborate effectively across all organizational levels.
- Professional communication and phone etiquette.
- Solid understanding of organizational structure, processes, and procedures.
- Advanced verbal and written communication skills.
- Proficiency in Microsoft 365 applications (Word, Excel, PowerPoint, Outlook, Teams).
- Strong organizational and time management abilities.
- Ability to perform basic calculations and data handling.
- Expertise in coordinating meetings, conferences, and events.
- Advanced experience with domestic and international travel coordination.
- Proficiency with Concur for travel and expense management.
