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Administrative Assistant

  • Merritt Island, Florida, United States

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 tomorrows' challenges. For us and our clients, our people matter.

The employee shall provide administrative support to the NASA organizations executive staff and Administrative Office with office management responsibilities performing duties including but not limited to budgeting, personnel records and payroll required for the efficient day–to–day operational functions and delivery of effective and responsive services to KSC management officials

Duties Entail:
  • May be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials utilizing the following, but not limited to, Microsoft Office Tools, Outlook, Excel, Word, PowerPoint, SharePoint, O365 profiles, Teams, Adobe Acrobat. Proficient in Excel, Word, Microsoft Outlook and PowerPoint. 
  • Provide provides support to staff whose organizational structure is divided into two or more subordinate supervisory levels (of which at least one is a managerial level) with several subdivisions at each level and who plays an important role in determining the policies and major programs of the entire organization.
  • Serves as office representative in a professional and courteous manner. Carries out recurring office procedures independently. Has comprehensive knowledge of general practices, guidelines and references and selects to specific case as appropriate. Provides policy and procedural guidance to managers and secretaries/management support assistants. Ensures consistent and quality products.
  • Performs varied duties including or comparable to the following: handles visitors/phone calls, maintains calendar, operates office automation equipment, coordinates travel, maintains files, coordinates and tracks correspondence, coordinates and tracks actions, coordinates meetings, schedules conference rooms, takes meeting minutes, disseminates information, coordinates moves and information services.
  • Provide administrative support to executive staff and legal professionals with office management responsibilities to include budgeting, personnel records and payroll. The Administrative Assistant may be required to work independently on projects requiring research and preparation of briefing charts, letters, and other presentation materials utilizing Microsoft Suite programs which will require proficiency in software execution.
  • Responsible for supporting and coordinating the work of the office in the administrative, clerical, and secretarial areas and assisting the NASA Administrative Specialist in clerical activities and maintaining good standing and relations with leadership executive level secretarial team.
  • Provides support to the Directorate Executive staff for various projects, programs, or events.
  • Skilled in planning, organizing, and working in a team environment to effectively coordinate the work of the office to include providing recommendations for improvement in the administrative, clerical, and secretarial areas.
  • Perform all functions proficiently whether working onsite or remotely.
  • Ability to communicate (both verbal and written communication) along with the ability to meet and work effectively with internal and external customers. 
  • Time Management - setting/meeting deadlines, sending reminders to stakeholders to keep projects or tasks on schedule. 
  • Ability to multi-task, prioritize work, manage time, and work independently, attention to details, prepare for meetings (arranging logistics, technology, etc.).
  • Ability to assist with Systems Engineering and Technical Interchange coordination, IT governance documentation management/filing and face-to-face meeting coordination. 
  • Problem-solving - managing employee relations, serving as point person for questions or guidance, coming up with an action plan to resolve issues. 
  • Independently work on tasks requiring preparation of, including but not limited to, briefing charts, letters, and other presentation materials.
  • Independently prepare responses that address clerical and administrative issues and manage the form and processing of office correspondence.
  • Follow policies and procedures governing Controlled Unclassified information (CUI), and safeguard confidential information disclosed in partner or attorney communications.
  • Safeguard sensitive information, including procurement sensitive information, in accordance with NASA requirements.
  • Customer-service oriented; having a positive attitude and being eager to help when working with a customer. A willingness to provide the customer with the best service possible. 
  • Exercise exclusive control over maintaining daily staff calendar appointments with complete authority for commitments of time for maintaining and updating staff calendars.
  • Maintain proficiency in presentation and records electronic tracking sites. 
  • Use formal procedures to track the coordination of work performed both within and outside the office and/or program/organization and by organizations that support the office or that the office supports. 
  • Other duties as assigned by PM/Supervisor.

Job requirements

Knowledge, Skills and Abilities

  • US citizenship required
  • High School or higher or possess a minimum of 6 years of equivalent professional experience
  • Ability to work with media credentialing system.
  • Proficient in Facilities Management.
  • Knowledge and skill in administrative assistant support with an emphasis on implementing general or specific policy guidance and implementing instructions based on a constant awareness of the intent, status and effectiveness of KSC administrative processes and communications with respect to inter-Center and intra-Center activities.
  • Skilled in responding to administrative problems and inquiries brought to the Director and/or Deputy Director by members of the Center staff; NASA Headquarters; other Federal Agencies; congressional staffs; business, industrial and academic organizations; and international governments and organizations.
  • Skilled in planning, organizing and working in a team environment to effectively coordinate the work of the office to include providing recommendations for improvement in the administrative, clerical and secretarial areas.

Federal Integrated Systems Corporation d/b/a FedSync does not discriminate in employment on the basis of 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.