BCT Partners - Administrative Assistant at BCT Partners in Alexandria, VA

Job description

• BCT Partners & N-Touch Strategies have formed a joint venture to deliver impactful solutions for our clients and are building a team for a potential new project. While hiring is contingent upon contract award and project authorization, we are actively identifying talented professionals who can help us make a meaningful impact. Candidates selected through the job search process may receive a contingent offer of employment from either BCT Partners or N-Touch Strategies. The employing organization will be confirmed during the hiring process.
• Learn more about N-Touch Strategies here: https://www.ntouchstrategies.com
• The Administrative Assistant provides comprehensive administrative and operational support to leadership, project teams, and stakeholders in support of complex organizational and federal government initiatives. The position manages calendars, meetings, correspondence, document workflows, records, databases, stakeholder communications, travel and training coordination, reporting activities, and day-to-day office operations. The Administrative Assistant prepares and maintains accurate, professional, and well-organized administrative materials; tracks assignments, deadlines, decisions, and action items; and supports efficient workflow coordination across multiple concurrent priorities. The position exercises professionalism, discretion, responsiveness, and attention to detail while helping ensure administrative activities and work products comply with applicable organizational, client, accessibility, and documentation standards.
• To learn more, please refer to the “Our Clients & Projects” section at the bottom of this job posting.

Responsibilities

• Administrative Support
• Provide comprehensive administrative and operational support to leadership, project teams, and internal and external stakeholders.
• Manage calendars, appointments, meetings, conference calls, and competing scheduling priorities; identify and address scheduling conflicts as appropriate.
• Coordinate meetings, including invitations, room or virtual meeting arrangements, agendas, briefing materials, attendance lists, meeting notes, and follow-up communications.
• Prepare, edit, format, route, and distribute correspondence, reports, presentations, memoranda, briefing materials, and other business documents.
• Support document workflows, approvals, routing, and filing to ensure materials are processed accurately and efficiently.
• Maintain electronic document libraries, administrative databases, SharePoint sites or repositories, contact lists, templates, distribution lists, and other administrative resources.
• Serve as a professional point of contact for internal and external stakeholders, responding to routine inquiries, coordinating requests, and directing matters to appropriate staff.
• Coordinate travel arrangements, itineraries, approvals, expense documentation, and other travel-related administrative requirements.
• Coordinate staff training activities, registrations, schedules, records, and associated administrative documentation.
• Maintain confidentiality and exercise appropriate judgment and discretion when handling sensitive or official information.
• Operations & Coordination
• Track administrative assignments, deadlines, action items, decisions, and outstanding requests; follow up with responsible staff to support timely completion.
• Maintain administrative trackers, correspondence logs, action-item logs, and other tools that provide visibility into current activities and pending requirements.
• Compile, enter, organize, and verify data and information used in administrative, operational, and status reports.
• Assist with recurring and ad hoc reports by gathering inputs, maintaining supporting documentation, and coordinating required contributions.
• Support office and project operations by coordinating administrative requests, materials, supplies, equipment, and routine logistical needs.
• Assist with onboarding, orientation, and transition activities by coordinating schedules, documentation, equipment and access information, and related administrative records.
• Collaborate with project managers, leadership, staff, and stakeholders to coordinate concurrent activities and respond to changing priorities.
• Identify administrative workflow issues and recommend practical improvements to processes and tracking methods.
• Quality & Document Control
• Review administrative documents and records for accuracy, completeness, consistency, and proper formatting before distribution or submission; verify information against available source materials as appropriate.
• Maintain version-controlled records, clearly identify current approved documents, and archive prior versions in accordance with established records-management procedures.
• Follow established templates, style guides, naming conventions, approval workflows, and document-management procedures while supporting applicable plain-language and Section 508 accessibility requirements..
• Perform these and other reasonable tasks as assigned by management in support of BCT’s goals and objectives.

Requirements

• As no individual candidate meets every qualification, we encourage candidates who meet most of these requirements to apply!
• High school diploma or equivalent required. Relevant administrative education, training, or certification is preferred.
• 3+ years of progressively responsible administrative support experience supporting leadership, project teams, or cross-functional teams in a fast-paced professional environment.
• Experience managing calendars and coordinating meetings, travel, training, and other administrative or operational logistics, including virtual meetings and conferences.
• Experience preparing meeting agendas, notes, action-item trackers, correspondence, reports, presentations, and other professional business materials.
• Experience maintaining electronic document repositories, administrative records, databases, version-controlled documents, and tracking systems.
• Federal government, government-contractor, public-sector, or similarly regulated professional experience preferred.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, or comparable collaboration and document-management platforms, with the ability to learn new systems quickly.
• Strong organizational and time-management skills, with the ability to prioritize competing assignments, meet deadlines, and exercise sound judgment.
• Strong spoken and written communication, customer-service, and interpersonal skills, with the ability to interact professionally with internal and external stakeholders.
• Strong proofreading, editing, formatting, and document-quality-control skills, with close attention to accuracy, consistency, and completeness.
• Ability to compile, organize, verify, and summarize information for reports, trackers, and other administrative documentation.
• Knowledge of document control, version management, records management, and administrative workflow practices.
• Ability to work independently and collaboratively, solve problems, and recommend practical improvements to administrative processes.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• Familiarity with federal plain-language principles and Section 508 accessibility requirements preferred.

Skills

Required

• Problem-solving skills
• Attention to detail
• Professionalism and discretion
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Teams
• Microsoft SharePoint
• Document management platforms
• Electronic document repositories
• Administrative databases