Administrative Assistant

Posted Date 1 month ago(10/27/2023 1:44 PM)
Job ID
Clearance Required
Other Clearance
DEA Suitability

Position Description

XLA is looking for an Administrative Assistant to work at a federal agency in Lexington, KY.  The Administrative Assistant’s duties may include, but not limited to:

  • Assembling, copying, and scanning a variety of materials and ensuring proper distribution of copies as required
  • Maintaining a variety of office logs and files
  • Maintaining calendars and schedules
  • Greeting visitors, answering the main office phone, and taking messages as required
  • Maintaining main staff directories
  • Preparing, writing, and editing a variety of correspondence including letters and memos
  • Preparing, creating, formatting, and editing spreadsheets, presentations, and charts
  • Assisting with performing searches of electronic and hardcopy files and databases for records, supportive data, and historical documents
  • Assisting in preparing or drafting initial correspondence in response to requests and in preparing an array of other documents for release in response to requests
  • Responding to first line inquiries from a wide variety of key public, internal, and external constituencies
  • Submitting and following up on requests for services (i.e. telephone, key request, and help desk, etc.)
  • Arranging for housekeeping, facility, and vehicle services
  • Ensuring office equipment is maintained and functional
  • Preparing all types of travel orders using DEA specified travel process
  • Preparing vouchers and making travel arrangements
  • Answering/Researching general travel related questions
  • Maintaining travel associated files
  • Organizing and supporting workshops and meetings
  • Coordinating with DEA travel office to make travel arrangements for meeting attendees
  • Preparing notebooks, invitations, agendas, and support documents
  • Reserving space for meetings
  • Coordinating logistical and administrative arrangements for guest speakers and meeting attendees
  • Providing administrative support during meetings, including arranging for audiovisual displays, taking meeting minutes, and following up with summary minutes or reports from meetings
  • Receiving and processing incoming mail including preparing requests for FedEx shipments, UPS, and other priority mail services, and couriers
  • Preparing purchase requests for office supplies
  • Preparing purchase requests for office equipment and services and Division Procurements
  • Answering questions and investigating discrepancies related to purchases
  • Entering payment information into internal and external administrative databases
  • Requesting property passes and property transfers
  • Answering questions, assisting with tracking, and maintaining associated files
  • Assisting personnel with equipment inventories
  • Preparing personnel packages as needed
  • Assisting with various logistics required for recruitments
  • Processing and entering training requests
  • Assume timekeeper responsibilities, including preparing all paperwork associated with overtime requests



  • Must encompass high-level skills in the following areas: organization, time management, the ability to multi-task effectively, attention to detail, and computer literacy
  • Must have excellent communication skills and well developed interpersonal skills
  • Must have at least three years of experience in a corporate or government office environment performing administrative assistant dutie

Education Requirements: Associates Degree and four years of experience, or two additional years of experience.


Clearance Requirements: Must be eligible to obtain and maintain a U.S. Government security clearance, which means that you must be a US Citizen.




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