Executive Office Secretary

Location
Frederick, MD, USA
Posted
Nov 02, 2018
Ref
req142
Discipline
Administration, Clerical
Hotbed
BioCapital
Required Education
High School or equivalent
Position Type
Full time
Leidos Biomedical Research Inc., operates the Frederick National Laboratory (FNL) for Cancer Research, sponsored by the National Cancer Institute. FNL is a federally funded research and development center dedicated to rapidly translating basic research into new technologies and treatments for cancer and AIDS. We conduct research and maintain a full suite of advanced technologies in areas such as genetics and genomics, protein science, nanotechnology, bioinformatics, advanced biomedical imaging, and biopharmaceutical development and manufacturing. Leidos Biomedical Research Inc. facilitates research and development partnerships with life-science companies, academic institutions, nonprofit research organizations, and other government agencies. We monitor and support more than 300 clinical trials for patients in the United States and around the world.

KEY ROLES/RESPONSIBILITIES

The Secretary II will provide logistical and administrative support to the Executive Office:

Duties will include but will not be limited to:
  • Receptionist for Executive Office
  • Maintain President's calendar
  • Coordinate meetings, travel and/or conference arrangements
  • Manage President's workflow and daily priorities by managing schedule and anticipating steps ahead
  • Preparation of documents/materials for meetings
  • Facilitate the arrival of invited guests and lecturers (hotel, transportation, honoraria, tax forms, etc.)
  • Prepare internal and external correspondence and memos
  • Prepare and distribute meeting minutes for executive level meetings
  • Place blanket orders with vendors via telephone or the internet; entering orders into DELTEK CostPoint
  • Enter Purchase Requests into DELTEK CostPoint
  • Place credit card orders via telephone or internet; entering orders into DELTEK CostPoint
  • Complete credit card reconciliations via Corcentric
  • Maintain files and documents (electronic and/or hard copy) in an organized manner
  • Sort and distribute mail
  • Receive and refer calls and electronic communications appropriately
  • Enter before and after travel packages into DELTEK Time & Expense
  • Enter General Expense reports for employees and non-employees into DELTEK Time & Expense
  • Utilizing financial reports in Cognos to monitor spending and budgets and research orders placed
  • Other duties as assigned

BASIC QUALIFICATIONS
  • High School Diploma or equivalent
  • A minimum of two (2) years of secretarial experience including one (1) year at the level of Secretary I
  • Must be able to obtain and maintain a security clearance

PREFERRED QUALIFICATIONS
  • Ability to independently coordinate and prioritize multiple tasks
  • Proven experience as executive secretary or similar secretarial role
  • Proficient in “back-office” software (e.g. ERP)
  • Excellent organizational and time-management skills
  • Integrity and confidentiality
  • Experience with procurement, SharePoint
  • Experience with Deltek/Costpoint (ERP)
  • Calendar Management

Expected Competencies:
  • Mastery of spelling and grammar skills, computer literacy including a solid working knowledge of MS Word, Outlook, and Excel and database management.
  • Excellent communication skills
  • Organized and Detail-oriented
  • Professional Attitude and Appearance
  • Deals with Office Politics and Confidentiality
  • Team Player

Equal Opportunity Employer (EOE) | Minority/Female/Disabled/Veteran (M/F/D/V) | Drug Free Workplace (DFW)