Administrative Assistant- Training

Number of Positions : 2

Clearance: Top Secret

Location : Washington, DC

Job overview

The FBI Intelligence Branch supports the Executive Staff Section and Division components. The Administrative Assistant (Training) will provide executive-level administrative and program support to executive managers, government personnel, and various Government training programs. The successful candidate will have demonstrated computer skills and outstanding writing and editing capabilities. 

Job Duties

  • Organize and coordinate training events by scheduling travel arrangements; making lodging arrangements; and scheduling conference and training room time for various training events

  • Create, edit, and proofread written and visual and training materials used to guide trainees 

  • Organize digital and paper files as well as copy and scan documents 

  • Create training course schedules and training timetables

  • Write newsletters and other promotional materials to market available training programs and courses

  •  Greet New Agent Trainees, Clients, and Customers who come into the office and assist in answering incoming  telephone calls

  • Prepare conference and training rooms by restocking, refilling supplies, and maintaining the organization of the rooms 

  • Perform IT support with software and hardware in the set-up of computers in the Training Rooms for Live and Online classrooms and Online Instruction

  • Set-up computers, troubleshoot software and hardware problems before and during training

  • Maintain individual training records

  • Prepare Training Certifications

  • Develop Training Surveys and Reports

  • Maintain and manage events and schedules calendar of the Training Academy 

  • Use intuitive judgment and business savvy to anticipate the needs of the Training Center and provide relief from administrative details, including scheduling meetings, coordinating travel arrangements, tracking expenses, researching information from internal and external sources, prioritizing communications, and responding to routine inquiries 

  • Respond to emails and direct telephone call inquiries, as well as obtaining and releasing information within scope of delegated authority

  • Manage conference room schedules, deconflict managers' schedules and datebooks, manage teleconference lines and phone rosters

  • Prepare documents, letters, memorandums, reports, briefings, and administrative forms

  • Apply knowledge of office organizational procedures and personnel to make independent  decisions and serve as a credible resource for the government leads and the team

  • Use sound business ethics, including the protection of high propriety  and confidential information

  • Perform administrative duties as required, including telephone coverage and file/task management 

Job Requirements

  • Top Secret Security Clearance 

  • Associates or Bachelor's Degree. A minimum of five years of specialized experience that is in or directly related to the line of work

  • Five years minimum experience providing administrative support in training or at an executive- level within a federal government and/ or corporate environment  

  • Excellent interpersonal, written , and oral communication skills

  • Three (3) years of experience with demonstrated computer skills

  •  Able to multitask independently in a fast- pace environment 

  • Demonstrated experience and high degree of proficiency using Microsoft Office, including Word, Excel, PowerPoint, and Outlook

  • Five years minimum experience preparing documents, letters, memorandums, reports, briefings, and/ or administrative forms, such as government travel and expense forms

  • Five years minimum experience proofreading grammar and punctuation with a high level of accuracy