Executive Assistant
Apply NowCompany: FM Talent Source
Location: San Francisco, CA 94112
Description:
FM Talent Source is an enterprise that provides business and workforce solutions to help organizations nationwide overcome business challenges. Our clients include federal, state and local government agencies, Fortune 500 Companies, and non-profit organizations. Founded in 2004, we have a strong history of providing recruitment strategies and utilizing effective project and quality management methodologies to ensure our clients' success.
Executive Assistant
Project Purpose
The Office of Head Start (OHS) renewed its commitment to ensuring Head Start grantees have the organizational, management and human capital capacity to fully prepare low income and vulnerable children and families for success as they enter our nation's school systems. In addition, OHS has substantially increased its efforts to ensure grantee accountability for programmatic outcomes and successful fiscal stewardship of grant funds. At the same time, grantees are faced with the challenges of successfully managing their organizations in a period of dwindling financial resources while also maintaining compliance with increasingly complex federal, state and local regulatory requirements. Ensuring grantees establish effective management systems to meet these challenges requires federal staff and management to function in a dynamic and complex work environment. While the complexity and scope of work performed by federal staff has increased, the size of the federal workforce has decreased due to attrition and retirement. As a result, federal staff must manage significantly larger caseloads of increasingly complex grantees requiring intensive and individualized support. The purpose of this project is to secure support for Head Start and Early Head Start grantees through professional, technical and administrative services for the Regional Office staff and grantees.
Description
Perform various administrative functions designed to support national and regional OHS priorities. This support shall include providing effective, accurate, and efficient
administrative support to federal staff and management as directed by the COR. Administrative functions may include, but are not limited to:
a. Perform basic and complex research and analysis using a variety of data sources, including internal and external OHS databases as directed by the COR.
b. Maintain and implement a process to distribute copies of grants and related materials for program and management staff.
c. Support the development of accurate and timely reports, correspondence, and presentations for federal staff and management by performing document integration and
collation, analysis, and editing in anticipation of management and staff needs.
d. Complete general clerical duties such as scanning, photocopying, data entry, and other related recordkeeping activities associated with maintenance of OHS official records.
e. Work closely with management to maintain a calendar of upcoming regional events and meetings and provide event management support as requested.
f. Provide support in the use and set up of onsite conference rooms, including the use of Government communications systems for remote and hybrid meetings and events.
g. Assist with coordinating, planning, and logistics for regional meetings and events, such as coordinating and scheduling internal and external meetings, managing conference
rooms and resources, preparing meeting agendas, presentations, and materials.
h. Attend staff meetings and provide note-taking support, prepare, copy, and distribute materials, and ensure meeting documents are saved per Region 9's records-retention
practices.
i. Prepare detailed travel itineraries for Federal program and management staff, including the preparation of travel authorizations and vouchers in Concur Government Edition.
j. Track travel activities for the region, including tracking of the regional travel budget.
k. Submit Region 9 Travel Plan and Travel Tracking Spreadsheet to management within timelines determined by the CO
l. Support various task deliverables as assigned for the contract.
Qualifications
FM Talent Source is an Equal Employment Opportunity/Affirmative Action Employer. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status or any other characteristic protected by law.
Executive Assistant
Project Purpose
The Office of Head Start (OHS) renewed its commitment to ensuring Head Start grantees have the organizational, management and human capital capacity to fully prepare low income and vulnerable children and families for success as they enter our nation's school systems. In addition, OHS has substantially increased its efforts to ensure grantee accountability for programmatic outcomes and successful fiscal stewardship of grant funds. At the same time, grantees are faced with the challenges of successfully managing their organizations in a period of dwindling financial resources while also maintaining compliance with increasingly complex federal, state and local regulatory requirements. Ensuring grantees establish effective management systems to meet these challenges requires federal staff and management to function in a dynamic and complex work environment. While the complexity and scope of work performed by federal staff has increased, the size of the federal workforce has decreased due to attrition and retirement. As a result, federal staff must manage significantly larger caseloads of increasingly complex grantees requiring intensive and individualized support. The purpose of this project is to secure support for Head Start and Early Head Start grantees through professional, technical and administrative services for the Regional Office staff and grantees.
Description
Perform various administrative functions designed to support national and regional OHS priorities. This support shall include providing effective, accurate, and efficient
administrative support to federal staff and management as directed by the COR. Administrative functions may include, but are not limited to:
a. Perform basic and complex research and analysis using a variety of data sources, including internal and external OHS databases as directed by the COR.
b. Maintain and implement a process to distribute copies of grants and related materials for program and management staff.
c. Support the development of accurate and timely reports, correspondence, and presentations for federal staff and management by performing document integration and
collation, analysis, and editing in anticipation of management and staff needs.
d. Complete general clerical duties such as scanning, photocopying, data entry, and other related recordkeeping activities associated with maintenance of OHS official records.
e. Work closely with management to maintain a calendar of upcoming regional events and meetings and provide event management support as requested.
f. Provide support in the use and set up of onsite conference rooms, including the use of Government communications systems for remote and hybrid meetings and events.
g. Assist with coordinating, planning, and logistics for regional meetings and events, such as coordinating and scheduling internal and external meetings, managing conference
rooms and resources, preparing meeting agendas, presentations, and materials.
h. Attend staff meetings and provide note-taking support, prepare, copy, and distribute materials, and ensure meeting documents are saved per Region 9's records-retention
practices.
i. Prepare detailed travel itineraries for Federal program and management staff, including the preparation of travel authorizations and vouchers in Concur Government Edition.
j. Track travel activities for the region, including tracking of the regional travel budget.
k. Submit Region 9 Travel Plan and Travel Tracking Spreadsheet to management within timelines determined by the CO
l. Support various task deliverables as assigned for the contract.
Qualifications
- A minimum of a baccalaureate degree from accredited college or university, preferred;
- A minimum of three years of experience providing administrative support to project and/or contract management team and staff;
- Experience aggregating data and producing reports based on multiple data sources;
- Demonstrated proficiency in Microsoft Office Suite or similar applications;
- Experience with event/project coordination and planning handling personnel records, correspondence, travel arrangements, preferred;
- Experience communicating, both orally and in writing, to various audiences;
- Demonstrated experience managing multiple tasks and ability to prioritize work.
- Advance experience using PowerPoint
- Smartsheet experience highly desirable
- Experience using Canva preferred
FM Talent Source is an Equal Employment Opportunity/Affirmative Action Employer. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status or any other characteristic protected by law.