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Executive Asst./Conference Coordinator

Location : Herndon VA
Job Type : Temp/Contract
Hours : Full Time
Travel : No
Relocation : No
Job Industry : Government - Civil Service
Job Category : Administrative and Support Services

Job Description :

 This is a contract role for several months.:



• Initiates and processes requisitions and purchase orders

• Processes on-line training request forms, to include registering enrollments and handling payment
• Processes “p” card transactions to include on time, accurate monthly reconciliation
• Coordinates/schedules use of the Training and Conference Center space
• Assists customers using the space
• Works with the accounting department and business units to ensure that proper coding is provided/charged for employee training classes (correct General Ledger account, operating unit, department is charged on invoices sent to Accounts Payable
• Coordinate payments with AP for training vendors and/or make payment to vendors using the “p” card
• Keep track and reconcile costs for each training event
• Assist in planning, scheduling, organizing and executing employee training classes
• Responsible for communicating with employees regarding training activities and to set up/register them for training classes
• Maintain, track and update training records of employees in the learning management system
• May be required to work independently on projects requiring research and preparation of briefing charts, budgets or other presentation materials and reports
• Prepare routine status reports and track training related metrics
• Manage routine web site content updates and coordinate more complex web site changes with management
• Maintain calendar for training and answer routine telephone calls, direct telephone calls and take messages as well as greet visitors
• Maintain tracking records and filing systems
• Administrative support to the Executive Director
• Performs other duties as assigned, particularly to support the Training and Conference Center.  Includes receiving and cleaning up catering, pushing in chairs, wiping tables and cleaning up spills when they occur


Required Qualifications :

Skills and Qualifications
• MS Word, Excel, Outlook, Power Point
• Must be proactive, able to work well independently on projects requiring research and preparation of briefing charts and reports
• Attention to detail a must
• Must be comfortable interfacing daily with employees, vendors and Senior management
• Ability to handle stress and work well under pressure
• Place of performance is the office (no flexibility about working from home); occasional late and/or weekend work



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