Waséyabek Federal Services, LLC (WFS) is a 100% Tribally owned, Native American SBA 8(a) small business of the Nottawaseppi Huron Band of the Potawatomi (NHBP). WFS is part of a portfolio of companies managed by Waséyabek Development Company, LLC, a 100% Tribally owned economic development firm focused on income diversification on behalf of NHBP that reaches beyond gaming is a well-funded, experienced small business, with substantial liquid assets and experience in federal contracting.

Position Summary:

WFS is seeking a driven Administrative Assistant to provide support to the executive director and staff. The selected candidate will:

• Review, prepare and coordinate a variety of high-quality agreements, letters, memorandum, emails, reports, and other documents for Executives or Director signature or collaboration, then dispatch to recipient.
• Make travel arrangements and submit travel authorizations and vouchers. Develop travel itineraries, prepare travel directions, and provide event materials. Assist in resolving travel related reimbursement issues. Assist other employees with corporate travel systems (ConcurGov and Foreign Travel Management System) as needed.
• Greet and assist visitors, answer organizational phones, and direct customers to the concerned office or employee.
• Act as a liaison between the internal and external executives, managers, employees, and consultants. Ensure that customer expectations are met and understand the type and level of service available and expected.
• Coordinate meetings, manage calendar and daily schedule. Coordinate logistics (e.g., scheduling, resources, Webex, call-in numbers, etc.) for meetings and events to include scheduling, setting up conference rooms, and securing proper equipment for internal and external events. Provide meeting materials for attendees.
• Assist with conference registration paperwork and document preparation, and approvals.
• Assist with special projects and provide administrative services and logistical support for office-sponsored workshops, conferences, and symposiums, when necessary
• Establish and maintain filing systems in accordance with DOE/DOT procedures including document control.
• Develop and maintain task tracking systems to keep track of tasks assigned.
• Handle and use fax machines, photo copiers, scanners, videoconferencing, telephone system, computer, and office software efficiently. Ensure the organization and cleanliness of the copy and fax areas. On a frequent basis (at least daily), verify machines are working properly. Refill paper bins, empty shredder bags, and ensure staplers are working to facilitate efficient staff usage.
• Sort and distribute incoming standard mail, pick-up and deliver correspondence packages routed between NETL sites. Complete appropriate UPS Express Account and Authorization Approval form used to ship items through UPS.
• Facilitate the in-processing and out-processing of employees to include office space, name plates, office supplies, etc.
• Prepare purchase requisitions using government’s purchasing system STRIPES.
• Support staff with general typing, formatting of documents, reports, completing and submitting various forms and recordkeeping, work orders, and data entry. Fax, scan, copy, file, etc., as needed.

Qualifications:

• High school diploma or equivalent.
• Minimum of 5 years’ executive level administrative support experience.
• Proficiency with Microsoft products (Word, Excel, PowerPoint, Outlook) and the ability to learn government software programs and systems.
• Travel management experience. (ConcurGove and Foreign Travel Management System preferably)
• Ability to communicate and interact with others at various levels of management, both in person and/or by telephone to conduct business.
• Ability to maintain confidentiality and work independently.
• Must be able to operate general office equipment including but not limited to computer, phones, fax, copiers, printers and related media and information devices.
• Ability to pass a pre-employment drug screen and an extensive background investigation, including but not limited to personal and professional financial history, nationwide criminal record search, credit check and other relevant background information deemed necessary by WFS.

Native American & Veteran Hiring Preferences will be applied in accordance with WDC policy.

Waséyabek Development Company is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity Employer making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class.