Senior Administrative Support Professional

Overview

C2 ALASKA, LLC

Los Angeles, CA

The Administrative Support III Senior-Division of Enforcement shall provide administrative support services to the U.S. Securities and Exchange Commission Division of Enforcement.

Responsibilities

• Performs complex clerical and administrative duties to assist senior officers and managers and professional members of Division or Office that involve confidential or sensitive issues and information, such as tracking and disseminating internal reports and data, filing such reports, providing initial drafts of correspondence and memoranda or proofreading drafts provided by SEC staff, gathering information from the public and senior staff for action by SEC personnel
• Uses computer and software applications to accurately type and edit basic correspondence; enter data; retrieve data; search databases; conduct research; create documents; and send emails
• Processes, routes, and files correspondence, documents, tips, complaints, and inquiries from the public
• Completes SEC forms, including time and attendance forms, visitor access requests, desktop publication requests, facilities requests, or office supplies and maintenance needs requests
• Answers and routes telephone calls; appropriately greets callers, records accurate messages, and documents questions or needed follow-up and communicates this to SEC personnel
• Assists the public and/or employees at the front reception counter, appropriately greets visitors; answers routine questions; locates documents and files
• Arranges video conference meetings and technology setup, and arranges appropriate SEC IT support for teleconferences and video teleconferencing
• Processes, sorts, and delivers incoming and outgoing mail
• Prints, copies, faxes, scans, assembles, distributes, and files documents and maintains files
• Schedules appointments and maintains a monthly calendar, schedules meetings and meeting rooms
• Prepares agendas for meetings and prepares meeting schedules; attends meetings to record meeting minutes
• Maintains and organizes supplies; maintains and stocks office and equipment, as approved by SEC personnel
• Interacts with other Offices and Divisions and outside organizations to obtain and provide information tasked
• Froms information provided by SEC personnel, prepares communications and arranges for the dissemination of agendas
• Reviews and proofread work products to ensure the highest level of quality
• Under the direction of SEC employees as to content, or using syllabuses prepared or approved by the SEC, assists with the update of office forms and procedures
• Tracks and updates office filing systems
• Updates Division/Office’s administrative portion of sec.gov website, group or office SharePoint site, or other SEC web application
• Types letters, reports, newsletters, and other documents
• Tracks and updates office-level spreadsheets with information and data provided by SEC personnel
• Creates PowerPoint and other presentation materials
• Reviews incoming correspondence and assists with managing workflow, prioritizing projects, and meeting deadlines.
• Reviews the directives given to keep informed of actions taken and pending to note assignments that are conducted.
• Obtains and presents information on a wide variety of subjects. Prepares replies to inquiries or originates other correspondence as required; reviews all documents and correspondence coming into the office for approval or signature.

• Other duties as assigned

Qualifications

• Minimum six (6) years administrative experience within the last ten (10) years performing advanced administrative functions in a fast-paced environment, supporting multiple stakeholders, competing priorities, and time-sensitive deliverables.
• Ability to provide a favorable credit history

Preferred Qualifications

• Bachelor’s Degree from an accredited college, university, school, or educational institution recognized by accrediting bodies or organizations approved by the US Department of Education.

Knowledge, Skills and Abilities

• Experience with Microsoft Office applications, including Word, Excel, PowerPoint, SharePoint, and Teams, to prepare correspondence, reports, presentations, and administrative materials.
• Knowledge of administrative and office support policies, procedures, and practices, with the ability to develop, implement, and improve processes independently.
• Knowledge of complex administrative or technical procedures requiring extended experience, including the ability to evaluate information from multiple sources while considering reliability, sensitivity, and applicability.
• Experience using office software and systems to input, retrieve, analyze, track, and report data, and to prepare professional quality documents and correspondence.
• Ability to anticipate administrative and program support needs, manage competing priorities, and coordinate effectively with internal and external stakeholders.
• Ability to research, analyze, and summarize information accurately to support decision making.
• Possess excellent oral and written communication skills, with the ability to interact professionally with personnel at all organizational levels, including senior executives.
• Experience with complex calendar management, scheduling, and travel coordination in a fast paced environment.
• Ability to maintain discretion, attention to detail, and organizational control while handling sensitive information and high volume administrative work

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.)

• While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee may use repeated motions that include the arms, wrists, hands and/or fingers. The employee is occasionally required to walk, stand, climb, balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

Estimated Salary/Wage