Administrative Assistant/Meeting and Event Coordinator Job in Atlanta, GA

Summary

This job is open to

• The public

  U.S. Citizens, Nationals or those who owe allegiance to the U.S.

Duties

The incumbent also discharges administrative, clerical, and technical responsibilities for the Circuit Executive's Office. The position provides administrative and technical assistance to ensure the smooth and efficient management of the office and the coordination of meetings, conferences, and other events, including but not limited to Court administrative meetings and the biennial circuit judicial conference. Incumbent also provides administrative support to the Circuit Executive and Deputy Circuit Executive as needed. This position reports to the Assistant Circuit Executive for Project Management.

DUTIES AND RESPONSIBILITIES:
Provide office support and assistance for the administrative and event coordination functions of the office, which may include any or all the following duties and responsibilities:

• Assist with coordinating conferences, meetings, court ceremonies, and events, including primary planning, coordinating, and organizing catering needs, implementation, and post-event follow-up responsibilities. Assist in the preparation, printing and distribution of agendas, meeting materials, and minutes of proceedings. Prepare name plates, name badges, and signage as needed. Serve as primary contact for invitations and responses.
• Serve as onsite project lead monitoring and supporting meetings and events.
• Assist other office personnel with projects as directed and under coordination with immediate supervisor.
• Arrange meetings or other events including notification to participants and logistical coordination. Arrange travel, prepare travel itineraries, and prepare travel vouchers ensuring that policies and procedures are followed.
• Prepare, proofread, and edit materials drafted by others for accuracy, proper grammar, and spelling.
• Prepare correspondence, reports, form letters, and documents. Maintain correspondence and invitations for Court events, such as investitures and portrait ceremonies.
• Assists in compiling spreadsheets, writing reports, and making recommendations pertaining to projects within the Project Management team.
• Perform receptionist duties such as: serving as primary telephone contact for the Circuit Executive's Office, maintaining telephone coverage schedule, answering routine questions, and directing visitors/callers.
• Maintain and update internal circuit court directories to ensure information is current and accurate. Print final materials.
• Maintain, update, and track paper and electronic files; make copies and deliver documents to staff. Responsible for the organization and maintenance of the Project Management team records.
• Coordinate room reservations (courtrooms, judicial council room, attorneys' lounges, and courthouse meeting areas).
• Maintain Circuit Executive Office calendars.
• Assemble materials for mailing, ensuring appropriate attachments are included. Process mail requiring special handling including courier and overnight mailings.
• Receive and route all incoming materials from within the court to appropriate individuals in the office. Receive and route incoming and outgoing mail to appropriate persons or offices.
• Submit requests for generally purchased office supplies.
• Assist in maintaining office reference materials, such as administrative manuals, internal controls, and bulletins. Print final materials.
• Perform other functions within the Circuit Executive's Office as assigned.

Requirements

Conditions of Employment

Applicants must be United States citizens or eligible to work for the federal government. All applicant information is subject to verification. All offers of employment are provisional pending successful completion of a background check or investigation and a favorable employment suitability determination. Selectees to high-sensitive positions such as this must successfully complete a ten-year background investigation, and subsequent favorable suitability determination, and every five years thereafter will be subject to a re-investigation. It is the policy of this court that all new personnel are hired for a twelve-month initial probationary period, at the end of which time their work and progress will be evaluated. All court employees are required to adhere to the Code of Conduct for Judicial Employees. Employees of the United States Circuit Court are considered "At-Will" employees, and, as such, may be terminated with or without cause. The Office of Personnel Management civil service position classification standards and appeal procedures do not apply to federal court employees. This position is subject to Electronic Funds Transfer (EFT) for payroll deposit.

How You Will Be Evaluated

Required Documents

How to Apply

A cover letter addressed to Cheryl Vessels, Assistant Circuit Executive for Human Resources, and resume detailing background, experience, and qualifications should be emailed in one single PDF attachment to human_resources@ca11.uscourts.gov. Please indicate "Administrative Assistant/Meeting and Event Coordinator" in the subject line. Preference given to applications received by January 1, 2025.

Next steps

An evaluation of your qualifications will be conducted. The most qualified candidates will be referred to the hiring manager for further consideration and possible interview. Due to the volume of applications received, only candidates selected to interview will be contacted.