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PMO Administrative Assistant (PMO AA)

Remote
  • Houston, Texas, United States
$55,000 - $62,000 per yearOperations

Job description

Since our inception, FedSync has stood for Accountability, Integrity, Teaming, Value, Innovation, and Quality. Values that make us who we are. Our vision is to be an organization that works with innovative, leading minds and forward-thinking personalities of our time, to deliver solutions looking beyond today. Our mission is to deliver federal government with solutions that are innovative and proven, to transform the organization by providing best suited tools and people and prepare it for tomorrow's challenges. For us and our clients, our people matter.

The key functions of this role is to support the corporate team with ongoing, as well as ad-hoc tasks, and short and long term projects, which enable them to process the strategic and leadership functions of their role. The ideal candidate will be a tenured Administrative/Executive Assistant, who demonstrates ability to manage multiple managers, rapid execution, independent research, and technology savviness.


The candidate will be highly proficient in the use MS Office suite, especially Outlook, SharePoint, OneNote, Word, and Excel. They will be managing multiple calendars and will serve as backup to the department leads, as needed. The PMO AA will serve as the Executive Assistant for the CEO and control the meetings and schedules that pertain to the organization, be responsive in coordinating calendar invites, and additional research taskings.


The ideal candidate will also have highly proficient capability to compose emails with limited errors, draft MS Word documents/templates in acceptable format, manage electronic file systems, utilize technologies like ChatGPT and Microsoft CoPilot to accelerate the taskings and manage workloads, and more.


The following departmental tasking will be supported by the PMO AA:

HR Department:

  • Review and manage the recruiting process of applicants in the Applicant Tracking Systems.
  • Assist in the recruitment process to ensure the timely hiring of qualified employees.
  • Develop effective job ads on career pages, job boards and social media.
  • Manage internal employment verification documents for potential new hires.
  • Create talent pipelines for future opportunities.
  • Manage and maintains all new hire checklists and termination checklists, and ensures they are appropriately filed in the personnel file.
  • Provide support for HR Department tasks, programs, and projects including back-up coverage, and other related duties as assigned.
  • Cross train in support of other HR Department functions as assigned.
  • Perform other duties as assigned.

Business Development Assistance:

  • Manage a marketing program using emails, LinkedIn postings, phone calls, and drafting quality write-ups for email.
  • Responsible for setting up meetings, tele-cons, virtual introductions.
  • Maintain MS Excel CRM with status and progress updates.
  • Maintain SharePoint sites related to data aggregation regarding procurements and proposal.
  • Update existing proposal library content by refreshing, organizing, and archiving as tasked.
  • Demonstrate ability to independently execute tasks, suggest process improvements, ability to write utilizing proper grammar, spelling and punctuation, and create PowerPoint presentations while researching and gathering topics from the web.

PMO Support:

  • Review and manage adjudication process for all contracts. Stay in communication with supervisors. 
  • Invoice review.
  • Track funding for each contract with appropriate CLINs.
  • Manage daily Dept. of Labor email sign on/off directly with employees.
  • Time entry oversight for Dept. of Labor in TeamKeeper system and report generation weekly, bi-monthly as necessary.
  • ISO 9001:2015 partnership for oversight and corporate operations
  • Other duties as assigned.

Job requirements

Requirements:

  • US citizenship required.
  • Associates degree in business or related field (required), BS/BA preferred.
  • Advanced skills in Microsoft Office suite of tools.
  • Demonstrated ability to learn new process and skills.
  • Demonstrated ability to prioritize task and workload, and provide work products with little or no rework.
  • Work in time sensitive department with independent execution.

Federal Integrated Systems Corporation d/b/a FedSync does not discriminate in employment based on race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. FedSync is an Equal Opportunity Employer.

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