Executive Administrative Assistant
About The Position
The Executive Administrative Assistant will Provide executive-level administrative support to the DHS Federal Protective Service (FPS) Region 5 Regional Office, including correspondence support, tasking/suspense tracking, calendar management, travel coordination, and coordination support for region leadership activities. Work is performed independently with minimal direct supervision. The ideal candidate will already align with our core values of SOAR (Strong Integrity and Ethics, Outstanding Teamwork, Accountability-Driven and Relentless Pursuit of Quality). This position is contingent upon contract award.
Requirements
- Bachelor’s degree in relevant field
- 5 years of experience in an executive administrative assistant specialty
- Excellent verbal communication skills and telephone manner
- Excellent and accurate written communication
- Familiarity with Windows operating systems; online calendars and cloud systems; intermediate to advanced skills Microsoft office products required
- Excellent attention to detail; accurate data entry
- Customer Focused and team-oriented work ethic
- Able to multi-task efficiently and accurately, focusing on quality
- Veterans and Military Spouses are encouraged to apply.
- Must pass a government background investigation/suitability determination prior to performance.
- This position requires passing an extensive background check.
- Safety is a condition of employment. Employees must follow all site safety and security requirements, use required PPE, maintain a clean and safe workspace, promptly report hazards/incidents, and work in a manner that protects themselves, coworkers, and government personnel.
Responsibilities
- Compose, type, and enter information into databases/spreadsheets.
- Prepare correspondence, documentation, and filing/records maintenance.
- Receive/sort/distribute mail; prepare outgoing mail (including express/online services).
- Set up meetings/conference calls; prepare/distribute agendas; take and distribute meeting minutes/notes; coordinate interoffice communications.
- Coordinate travel and accommodations, including critical incident travel; support emergencies/taskings/projects as directed.
- Collect/disseminate Government Owned Vehicle (GOV) mileage and maintenance information as required.
- Assist with routine supplies (maintenance/purchase/dissemination).
- Liaison with DHS help desk for IT/telephone services (ticket initiation, follow-up, resolution, close-out).
- Maintain/issue/control facility keys (issuance, hand receipt, inventory).
- Perform timekeeping support duties as directed.
- Support RD/DRD with drafting/editing executive correspondence to HQ and other stakeholders.
- Monitor HQ taskings/suspense items; collate responses; prepare correspondence, reports, graphs/charts; perform research.
- Assist Regional FOIA representative (receive/track/distribute FOIA requests).
- Assist with HR actions related to employee assignments and hiring actions.
- Assist with space allocation requests and tracking status via email/phone coordination.
- Manage RD/DRD calendars; develop PowerPoint presentations; manage executive conference room calendar; maintain training and conference room events calendar.
- All other duties as assigned.
Benefits
- Medical, Dental and Vision
- Short Term and Long-Term Disability
- Life Insurance
- Paid Time Off
- Employee 401(k) with company match
- Professional Team Environment
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
