Sr. Administrative Assistant/Operations Support Specialist - Arlington/Reston, VA

ICF is hiring aSr. Administrative Assistant/Operations Support Specialistto perform a wide variety of tasks to support the leadership of our CET (Climate Energy and Transportation) Division and Lines of Business. The position is hybrid (Arlington & Reston VA office presence required weekly with remaining time remote from home).

You should view yourself as a selfstarter 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 the CET executive leadership team you will be engaged in several CET Operations activities providing you with opportunities to support tasks and initiatives in such areas as resource management 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 on supporting the success of the CET groups daily operations.

These activities could include but are not limited to:

Routine:managing executive schedules and Outlook calendars processing expense reports via Costpoint organizing information and data in MS Teams and SharePoint tracking the progress of activities to completion maintaining rosters of information etc.

Weekly:creating draft senior meeting agendas attending and summarizing notes and action items following up to ensure actions are completed supporting labor processing activities.

Supportive:organizing internal events increasing employee engagement across a geographically dispersed team of over 650 employees drafting announcements and reminders.

Operational:supporting strategic engagements partnering with corporate business services assisting with a variety of planning and outreach tasks assisting with resource management and information tracking.

Advanced:applying Microsoft skills to integrate material into a compelling presentation; leveraging AI tools; helping a team to research and organize content to meet a deadline; managing Teams and SharePoint sites to help increase efficient access to information; assisting with report generation light data analysis and data extrapolation.

You thrive in a fastpaced environment and enjoy knowing youre 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 highquality results that exceed expectations wants to respond to the needs of the business with valueadd services and who is proactive about building relationships.

Key Responsibilities:

This position will support a variety of general administrative operations and personnel processing support duties in direct support of a small number of senior staff and broader operational support of a large CET team including but not limited to:

Administrative and Operational 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 Divisionwide labor processing through followup with staff to clear suspense/temp codes complete missing timesheets; assist with weekly time in suspense management.

• Leverage PowerBI dashboards for data extrapolation and perform light analysis.

• Review generate and leverage various data reports apply formatting support reportdriven action items.

• Utilize business systems to support vendor engagement and procurement activities.

• Support logistics food/beverage ordering and other arrangements for division and/or local events including trainings all hands etc.

• Manage corporate purchasing card allocations and associated expenditure processing.

• 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 goto resource for administrative and operational 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 followup to team members.

• Use of Word Excel and PowerPoint.

• Collate information from several authors to combine into documents and communications.

• Work with Excel data to perform basic data extraction/analysis.

• Create PowerPoint presentations using input from several authors apply consistent template; apply PowerPoint skills to improve and elevate presentation look and feel as requested.

• 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 followup activities.

• Manage one or two staff calendars.

• Prepare and distribute weekly/monthly update emails as needed.

• Maintain nongroup wide organization charts and lists.

• Manage SharePoint and Teams folders apply permissions utilize links to tools and resources.

• Leverage AI tools where applicable to create meeting and survey summaries.

• Competent in MS Teams SharePoint Word Excel PowerPoint Outlook and other administrative systems.

Minimum Qualifications:

• High school diplomaAND4 years of relevant work experience in a corporate administrative support role specifically performing general administrative and senior staff support duties in an office settingORBA or BS degreeAND2 years of relevant work experience in an administrative or operations support role.

• 2 years ofhandsonexperience leveraging the MS Office Suite of products including but not limited to: Excel Word PowerPoint Outlook Teams and SharePoint.

• Experience with basic Excel tasks such as sorting filtering data management formatting.

• Experience with basic PowerPoint templates presentation formatting org charts flow charts etc.

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 dispersed teams which includes many offsite staff and staff on travel.

• Experience supporting staff events including planning vendor coordination and onsite execution.

Professional Qualifications:

• Strong organizational skills with attention to detail and ability to prioritize to work within deadlines; diplomatic strategic at multitasking forwardthinker problem solver.

• Strong commitment to followthrough and execution of ones 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 detailoriented independent and fast learner with excellent problemsolving 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 ICF

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 based on fulltime employment is: