DescriptionHYBRID ROLE - 1-2 Days per Week in either our Arlington, VA or Reston, VA offices is required!ICF is hiring an Administrative Assistant/Operations Support to perform a wide variety of tasks to support leadership of our CET (Climate, Energy Advisory, Energy and International Development, and Transportation) lines of business.The CET group at ICF is doing groundbreaking work creating a more resilient and prosperous world for all. Our world-changing projects help our clients build toward a smart, resilient, and low-carbon future.Your work as an administrative assistant/operations support would directly impact the efficiency and communications of the entire group. You should view yourself as a self-starter who is looking to grow your career in a highly visible role. In this position, you would be essential to our CET executive leadership team, providing critical support for leadership meetings, calendar management, as well as document, presentation, and data management.In addition to supporting CET executive leadership team, you will be engaged in a number of CET Operations activities, providing you with opportunities to support tasks and initiatives in such areas as procurement, accounting, labor processing, and various business planning activities.In a typical day, you would be supporting a range of activities that can grow your skills and have a direct impact supporting the success of CET group's daily operations. These activities could be but not limited to:
Routine: managing executive schedules and Outlook calendars, processing expense reports via Costpoint, organizing information and data in MS-Teams, tracking the progress of activities to completion, maintaining rosters of information, etc.
Supportive: organizing internal events, increasing employee engagement across a geographical dispersed international team of over 650 employees, drafting announcements and reminders
Operational: supporting strategic engagements, interacting with corporate business services, assisting with a variety of planning tasks
Advanced: applying Microsoft skills to integrate material into a compelling presentation; helping a team to organize proposal content under a deadline; managing Teams and SharePoint sites to help increase efficient access to information; light data analysis and data extrapolation.
You thrive in a fast-paced environment and enjoy knowing you’re helping the business succeed. Your work is in front of highly experienced executives at every moment. For that reason, we need someone who is motivated to deliver high-quality results that exceed expectations, wants to respond to the needs of the business with value-add services, and who is proactive about building relationships across CET.Key Responsibilities:This position will support a variety of general administrative, operations, and personnel processing support duties, in support of a small number of senior staff, including, but not limited to:
Administrative tasks:
Manage the Division Leader calendar including coordinating availability and resolving scheduling challenges across others’ calendars / Resolve calendar conflicts and manage other operational requests
Complete expense reports for selected senior staff
Organize and design layout for electronic files in Teams and/or SharePoint
Support CET Operations on data management and communications tasks
Prepare and submit various documentation in support of business processes
Support logistics, food/beverage ordering, and other arrangements for division and/or local events including trainings, all hands, etc.; and associated expenditure processing
Support division wide labor processing through follow up with staff to clear suspense/temp codes, complete missing timesheets, run suspense reports, and send employee reminders
Maintain and continually develop a solid understanding of organizational operations, policies, and procedures to better anticipate upcoming needs and requests
Build strong internal and external relationships and become a go-to resource for administrative information within the team
Meeting preparations; including hospitality, setting up conference rooms and preparing presentation materials and handouts
As requested, attend team meetings, collect notes, action items, and send follow up to team members.
Use of Word, Excel, and PowerPoint
Collate information from several authors to combine into documents
Format proposal documents using consistent templates
Work with Excel data to perform basic data extraction/analysis
Create PowerPoint presentations using input from several authors, apply consistent template
Book travel, where needed, and track expenditures data for business travelers, related light quantitative data collection
Track status of business activities across a team, such as date files sent or received, status of signatures, etc.
Communication tasks
Prepare weekly and monthly meeting agendas, logistics, and follow-up activities
Manage one or two staff calendars
Prepare and distribute weekly/monthly update emails, as needed
Maintain non-group wide organization charts
Competent in MS Teams, SharePoint, Word, Excel, Power Point, Outlook, and other administrative systems
Minimum Qualifications:
High school diploma "AND" 4+ years of relevant work experience in a corporate administrative support role specifically performing general administrative and senior staff support duties in an office setting "OR" BA or BS degree "AND" 1 year of relevant work experience in an administrative or operations support role
2+ years of "hands-on" experience leveraging the MS Office Suite of products including but not limited to: Excel (tasks such as sorting, filtering, data management, formatting), Word, PowerPoint (templates, presentation formatting, org charts, flow charts, etc.), Outlook, Teams, and SharePoint
Preferred Qualifications:
Experience handling details of a highly confidential and critical nature
Comfortable with technologies that facilitate virtual meetings and communications; ability to learn and execute routine audio/visual equipment setup
Experience working with geographically disbursed teams, which includes many off-site staff and staff on travel
Experience supporting staff events, including planning, vendor coordination and on-site execution
Professional Qualifications:
Strong organizational skills with attention to detail and ability to prioritize to work within deadlines, diplomatic, strategic at multi-tasking, forward-thinker, problem solver
Strong commitment to follow through and execution of one’s responsibilities/tasks
Strong verbal and written communication skills
Analytical approach to tasks
Ability to work independently, yet maintain close communication and collaboration with senior staff
Proactive, detail-oriented, independent, and fast learner with excellent problem-solving skills with ability to analyze situations, identify existing or potential problems, and recommend solutions
Ability to recognize the value of strategic partnerships and leverage for effective and efficient task execution
Working at ICFICF is a global advisory and technology services provider, but we’re not your typical consultants. We combine unmatched expertise with cutting-edge technology to help clients solve their most complex challenges, navigate change, and shape the future.We can only solve the world's toughest challenges by building an inclusive workplace that allows everyone to thrive. We are an equal opportunity employer, committed to hiring regardless of any protected characteristic, such as race, ethnicity, national origin, color, sex, gender identity/expression, sexual orientation, religion, age, disability status, or military/veteran status. Together, our employees are empowered to share their expertise and collaborate with others to achieve personal and professional goals. For more information, please read our EEO & AA policy (https://www.icf.com/legal/equal-employment-opportunity) .Reasonable Accommodations are available, including, but not limited to, for disabled veterans, individuals with disabilities, and individuals with sincerely held religious beliefs, in all phases of the application and employment process. To request an accommodation please email [email protected] and we will be happy to assist. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations.Read more about workplace discrimination rights (https://www.eeoc.gov/sites/default/files/2022-10/EEOCKnowYourRightsscreenreader1020.pdf) , the Pay Transparency Statement (https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp%20EnglishformattedESQA508c.pdf) , or our benefit offerings which are included in the Transparency in (Benefits) Coverage Act. (https://www.icf.com/legal/equal-employment-opportunity)Pay Range - There are multiple factors that are considered in determining final pay for a position, including, but not limited to, relevant work experience, skills, certifications and competencies that align to the specified role, geographic location, education and certifications as well as contract provisions regarding labor categories that are specific to the position. The pay range for this position is:$44,956.00 - $76,425.00Arlington, VA (VA31)