Administrative Assistant

Administrative Assistant

LMI is a mission-focused, government consulting firm, dedicated exclusively to advancing the management of the government. We are currently seeking an Administrative Assistant based out of our Tysons, VA headquarters. This role will provide a full range of administrative functions, meeting planning and preparation, travel coordination, invoices and other business processes.

Responsibilities

Responsibilities include :

• Manages logistics for meetings and events while ensuring a highly detailed level of coordination.
• Reserve meeting and conference room space, submit conference center tickets and communicate with the Meeting Services Coordinator.
• Coordinate with security to add guests to Security visitor system and escort upon arrival.
• Coordinate refreshments to include snacks, drinks, and catering from set-up to completion / clean up.
• Coordinate and set up all Audio Visual (AV) needs.
• Ensure all materials are removed following conferences / meetings.
• Assist Vice Presidents with support while they are in the Tysons office to include printing, connecting Microsoft Teams / AV components for hybrid meetings, ordering lunch for working meetings, escorting guests, offering refreshments, and ensuring office is kept in a professional manner.
• Proactively plan for and arrange travel plans to include booking flights that work best for the Vice Presidents schedule, ground transportation (car rentals) and hotel accommodations. Responsible for submitting travel expense authorizations and completing and tracking expense reports for reimbursement after the trip.
• Reconcile corporate credit card statements, coordinate advisor / vendor agreements, submit Purchase Requests, and ensure delivery of Purchase Orders. Process and track invoices for payment with Accounts Payable team.
• Manage a fast-paced work environment with time management, interpersonal and proactivity skills, and by leveraging professional network to streamline communication, and establish relationships with internal departments and external stakeholders.
• The executive assistant should feel very comfortable communicating with the leadership team and other employees.
• Review, proofread, and edit materials to ensure they are grammatically correct, factual, and in approved format.
• Assist the Executive Program Manager with Vice President offsites, to include handling meeting logistics and fielding general queries from Vice President.
• Provide back-up support, when needed, to all LMI Executive Assistants in support of the Senior Leadership Team.
• Extensively use Microsoft Office Suite : create spreadsheets using Excel, prepare and edit PowerPoint presentations, use Word to edit and proofread documents, create name tent cards, etc.

Qualifications