Executive Assistant [CL106]

Company Description

ProSidian is a Management and Operations Consulting Services Firm focusing on providing value to clients through tailored solutions based on industry-leading practices. ProSidian services focus on the broad spectrum of Enterprise Service Solutions for Risk Management | Compliance | Business Process | IT Effectiveness | Engineering | Environmental | Sustainability | and Human Capital. We help forward-thinking clients solve problems and improve operations.

Launched by former Big 4 Management Consultants; our multidisciplinary teams bring together the talents of nearly 190 professionals globally to complete a wide variety of engagements for Private Companies, Fortune 1,000 Enterprises, and Government Agencies. Our solution-centric services are deployed across the enterprise, target drivers of economic profit (growth, margin, and efficiency), and are aligned at the intersections of assets, processes, policies, and people delivering value.

ProSidian clients represent a broad spectrum of industries including but not limited to Aerospace And Telecommunications | Consumer Products, Services, And Retail | Development And Sustainability | DOD/Military | Energy, Resources, & Industrials | Financial Services | Government & Public Services | Information Technology, Media, And Telecommunications | Life Sciences & Health Care | Manufacturing And Operations | Nuclear and Environmental | Professional Services |, etc. Learn More About ProSidian Consulting at https://www.prosidian.com.

Job Description

Scope of Work for DWPF/SS Engineering Administrative Assistant

• Provide general administrative support to Facility Engineering Manager and Deputy Facility Engineering Manager
  • Maintaining schedule/calendars
  • Setting up meetings
  • Tracking of time critical assignments
  • Tracking of completion of routines
    • Safety meeting attendance
    • Required training
    • Other requirements
  • Answering phones/taking messages
  • Formatting of Word, Excel, PowerPoint and other documents
  • Distribution of communications
• Administrative support (backup) to Facility management
• Act in capacity of Facility Operations Safety Committee (FOSC) secretary
  • Schedule FOSC meetings
  • Take and document minutes of FOSC meetings
  • Distribute FOSC minutes
  • Tracking of FOSC action items
•  Ordering and maintaining of office supplies, materials, etc.
• Authentication of documents in SmartPlant Foundation
• Tracking of documents for engineering manager approval
• Tracking and updating of Plan of the Week (POW) schedule activities for engineering
• Tracking and updating of STAR and other assignments for Management Review Board (MRB)
• Design (DCF/DCP) queries for impact reviews, construction estimates, incorporation request, Davis-Bacon calls, etc.)
• Savannah River National Labs (SRNL) interface for coordination of report reviews, approval, status updates, distribution, etc.
• Incorporation of amendments for system design description (SDD) documents.
• Creating STAR items for tracking of critical engineering activities.
• Assisting with assembly/formatting of annual system health reports and other trending/tracking of system health items as needed.
• Organizational chart updates
• Maintain system matrix current per updates from managers.
• Copier key operator.
• Other duties as determined by Facility Engineering Manager or Deputy.
• The Engineering Administrative Assistant will be assigned to shift 32 (4 x 10 hr Mon – Thu). Initial job duration is 1 year from 3/1/2023 – 2/29/2024. The Admin Assistant will be expected to work on-site but is eligible for situational telework contingent on work performance and facility need.

Duties: Provides a variety of administrative, technical, and staff support services to an organizational unit. Support the control and implementation of organizational objectives. Assist with the development and implementation of projects, programs, and/or processes specific to the operating unit served. May serve as liaison with others regarding activities related to objectives, planning and analysis of issues. Follow safety and security procedures.
Major Responsibilities:
Perform, as a generalist, a variety of administrative and technical functions in the organizational unit by supporting/assisting administrative, technical, and/or management personnel.

• General office duties as required by Liquid Waste supervision.
• Manage online calendar schedule for managers.
• Prepare documents so that they can be scanned into the Document Control (EDWS) system and maintain records.
• Responsible for ordering office supplies using Puridiom and maintains adequate supplies for management team and support teams.
• Gather information and prepare weekly, monthly reports and presentations and distribute accordingly.
• Review and answer correspondence promptly and accurately. Must have the ability to compile, store and retrieve management data, using computer.
• Organize and proofread documents and emails.
• Assist with drafting and distributing Facility wide communications.
• Proficient with Microsoft Word, Excel, Power Point, Microsoft Teams, and File Maker Pro, Software Applications.
• Establish and maintain filing system.
• Communicate problems to supervision.
• Operate copiers, scanners, printers, and other office equipment required to perform assignments.
• Perform clerical functions such as take dictation, transcribe, compile/arrange and type a variety of interoffice memoranda, letters, reports and other business correspondence.
• Answer telephone, take messages, relay or record information received and distribute accordingly.
• Other duties as assigned by management.

Qualifications

Required Qualifications:

• U.S. Citizen
• Must pass SRS drug and alcohol screening and have had no previous record of drug or alcohol-related convictions.

Education:
College Degree Preferred (B.S/B.A) High School Diploma or equivalent.

Experience/Skills:

• Five years practical experience in a technical, business or administrative area
• Ability to handle multiple priorities while meeting deadlines
• Computer Skills to include Excel, Microsoft Word, Microsoft Teams, Filemaker Pro,experience with Asset Suite, Puridiom, and EDWS preferred.
• Good oral and written communication skills
• Ability to work with different levels of management to achieve desired results.

Work Hours: A 40-hour work week is scheduled. SRS utilizes various work schedules; including 5/8s (8 hours/day; fives days per week), 4/10s (10 hours/day; four days per week), a 9/80s (9 hours/day, fives days on Week A and 4 days on Week B), or shift schedules. Work week excludes SRS holidays. Each workday has a 30-minute lunch. Normal work location for this position will be an office building.

Area Security Access: A security clearance is not required.

Additional Information

CORE COMPETENCIES

• Teamwork – ability to foster teamwork collaboratively as a participant, and effectively as a team leader
• Leadership – ability to guide and lead colleagues on projects and initiatives
• Business Acumen – understanding and insight into how organizations perform, including business processes, data, systems, and people
• Communication – ability to effectively communicate to stakeholders of all levels orally and in writing
• Motivation – persistent in pursuit of quality and optimal client and company solutions
• Agility – ability to quickly understand and transition between different projects, concepts, initiatives, or work streams
• Judgment – exercises prudence and insight in decision-making process while mindful of other stakeholders and long-term ramifications
• Organization – ability to manage projects and activity, and prioritize tasks

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OTHER REQUIREMENTS

• Business Tools – understanding and proficiency with business tools and technology, including Microsoft Office. The ideal candidate is advanced with Excel, Access, Outlook, PowerPoint and Word, and proficient with Adobe Acrobat, data analytic tools, and Visio with the ability to quickly learn other tools as necessary.
• Business Tools – understanding and proficiency with business tools and technology, including Microsoft Office. The ideal candidate is advanced with Excel, Access, Outlook, PowerPoint and Word, and proficient with Adobe Acrobat, data analytic tools, and Visio with the ability to quickly learn other tools as necessary.
• Commitment - to work with smart, interesting people with diverse backgrounds to solve the biggest challenges across private, public and social sectors
• Curiosity – the ideal candidate exhibits an inquisitive nature and the ability to question the status quo among a community of people they enjoy and teams that work well together
• Humility – exhibits grace in success and failure while doing meaningful work where skills have impact and make a difference
• Willingness - to constantly learn, share, and grow and to view the world as their classroom

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BENEFITS AND HIGHLIGHTS

At ProSidian, we invest in our employees to help them stay healthy and achieve work-life balance. Our team members receive a comprehensive benefits package that includes Competitive Compensation, Group Health Insurance Health Benefits, 401(k) Retirement Savings Plan Contributions, Vacation and Paid Time off (PTO) Benefits, Pre-Tax Payment Programs, Purchasing Discounts & Savings Plans, a ProSidian Employee & Contractor Referral Bonus Program, Performance Incentives, etc. Our comprehensive benefits package includes a medical, dental and vision plan. Our growing list of benefits currently include the following:

• Competitive Compensation: Pay range begins in the competitive ranges with full Gold Level (Tier 1) Group Medical Benefits, Pretax Employee Benefit Plan, plus performance incentives
• Group Health Insurance Health Benefits: Group Health Insurance Including Medical, Dental And Vision Insurance: Contributions are deducted from pay on a Pretax basis - Employee and family coverage is available with employer contribution of 50% of Employee (only) premiums under the Health and Vision Plan through Blue Cross Blue Shield NC (Blue Options Medical Plan Code: PB07840 / Metallic Level: Gold - - bcbsnc.com‎) and Dental Plan (Ameritas - www.ameritas.com).
• 401(k) Retirement Savings Plan: 401(k) Retirement Savings Plans help you save for your retirement. Eligible employees can make before-tax contributions to the 401(k) Retirement Savings Plan to help you save for retirement. Contributions are deducted from pay on a pretax basis. A wide range of investment options are available with a personal financial planner available to assist you. The Plan is a Safe Harbor 401(k) Retirement Savings Plan.
• Vacation And Paid Time Off (PTO) Benefits: The flexibility of Paid Time Off (PTO) lets you set your own priorities. Eligible employees use PTO for vacation, a parent-teacher conference, a doctor’s appointment, or any number of events in your life. Currently these benefits include Vacation/Sick days – 2 weeks | Holidays - 10 Federal Government.
• Pre-Tax Payment Programs: Pre-Tax Payment Programs currently exist in the form of a Premium Only Plan (POP). These Plans offer a full Flexible Spending Account (FSA) Plan and a tax benefit for eligible employees.
• Purchasing Discounts & Savings Plans: We want you to achieve financial success. We offer a Purchasing Discounts & Savings Plan through The ProSidian Corporate Perks Benefit Program - Helping You Do More With Less: https://ProSidian.CorporatePerks.com. This provides special discounts for eligible employees on products and services you buy on a daily basis.
• Security Clearance: Due to the nature of our management and operations consulting engagements for Private Companies, Fortune 1,000 Enterprises, and Government Agencies of all sizes; oftentimes there are Security Clearance requirements for Engagement Teams handling sensitive Engagements in the Federal Marketplace. A Security Clearance is a valued asset in your professional portfolio and adds to your credentials based on past, present, and future work.
• Leverageable Experience and Thought Leadership: By collaborating with firm leadership, other members of the team, as well as Fellows and collaborating partners in what is a flat organization, you'll make valuable professional connections, interact with clients daily, gain leverageable Experience, and contribute to Thought Leadership while you build a basket of marketable experiences.
• ProSidian Employee & Contractor Referral Bonus Program: ProSidian Consulting will pay up to $5k for all referrals (payments made after new hire has been employed for 90 days) for candidates submitted through our Employee Referral Program.
• Performance Incentives: Due to the nature of our management and operations consulting engagements for Private Companies, Fortune 1,000 Enterprises, and Government Agencies of all sizes there are performance incentives associated with each new client that each employee works to pursue and support.
• Flexible Spending Account: Pending

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ADDITIONAL INFORMATION - See Below Instructions On The Best Way To Apply

• ProSidian Consulting is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status, or any other protected factor. All your information will be kept confidential according to EEO guidelines.
• ProSidian Consulting has made a pledge to the Hiring Our Heroes Program of the U.S. Chamber of Commerce Foundation and the “I Hire Military” Initiative of The North Carolina Military Business Center (NCMBC) for the State of North Carolina. All applicants are encouraged to apply regardless of Veteran Status.
• Furthermore, we believe in "HONOR ABOVE ALL" - be successful while doing things with the right way. The pride comes out of the challenge; the reward is excellence in the work. FOR EASY APPLICATION USE OUR CAREER SITE LOCATED ON http://www.ProSidian.com/ OR SEND YOUR RESUME’S, BIOS, AND SALARY EXPECTATION / RATES TO CAREERS @ PROSIDIAN.COM. ONLY CANDIDATES WITH REQUIRED CRITERIA ARE CONSIDERED. Be sure to place the job reference code in the subject line of your email. Be sure to include your name, address, telephone number, total compensation package, employment history, and educational credentials.

Risk Management | Compliance | Business Processes | IT Effectiveness | Engineering | Environmental | Sustainability | Human Capital