DHS Executive Assistant/Administrative Assistant (Must have DHS experience)

InfiniSource Consulting Solutions

About The Position

InfiniSource Consulting Solutions (ICS), a 150+ employee government contractor specializing in Management Consulting, Information Technology, and Professional Services to the federal government, is seeking an Executive Assistant/Administrative Assistant II to join their team. The individual will perform administrative tasks including providing executive/assistant I support to DHS high-level executives, directors, or managers. This role involves a full range of office and administrative support services, managing high-level calendar appointments, scheduling meetings, coordinating interviews and conferences, evaluating requests for information and correspondence, and coordinating responses within established deadlines. The position also requires organizing and prioritizing action items, serving as a liaison for internal and external offices, managing business relationships with stakeholders, and handling meeting logistics and minutes. Additionally, the role involves drafting and editing correspondence, preparing various documentation such as memoranda, talking points, briefing materials, reports, and spreadsheets, and maintaining filing systems in adherence to agency guidance. The Executive Assistant will also evaluate and assist in the development of office policies and procedures, assist in planning office systems, and take the lead on special projects, research studies, budget analysis, and other specialized functions. Coordinating travel logistics, including securing transportation and accommodations, communicating travel agendas, and resolving travel-related issues, is also a key responsibility.

Requirements

Have Department of Homeland Security experience
A minimum of three (3) years of experience performing high-level administrative duties is required
Ability to communicate in English both orally and in writing.
Proficiency in various types of Information Technology resources such as Microsoft Office Suite products.

Nice To Haves

Federal government experience is desired.
Knowledge of and experience with systems and/or procedures is desired (i.e., systems include records management, SharePoint or similar information systems, human resource information systems, correspondence systems, travel systems and payroll systems).

Responsibilities

Providing Executive/Assistant I support DHS high level executives, directors or managers.
Providing a full range of office and administrative support services duties including managing high level calendar appointments; scheduling meetings; coordinating interviews and conferences; evaluating requests for information, appointments, tasks, and other correspondence; and coordinating responses within established deadlines for high level officials.
Organizing and prioritizing action items and serving as a liaison for internal and external offices.
Managing business relationships with other program offices, divisions, and stakeholders.
Managing logistics, materials, and generating minutes for meetings.
Drafting and editing correspondence.
Preparing memoranda, talking points, briefing materials, reports, spreadsheets, and other documentation ensuring correct formatting, grammar, and punctuation.
Maintaining filing systems and ensuring adherence to Agency guidance for the retention, protection, retrieval, transfer, and disposal of records.
Evaluating and assisting in the development of office policies and procedures; assisting in the planning and implementing of office systems, layouts, and equipment distribution; and taking the lead on performing other duties as assigned in support of a range of administrative operations and activities (i.e., special projects, research studies, budget analysis, and other specialized functions).
Coordinating travel logistics including securing transportation and overnight accommodations in both domestic, and international locations; coordinating and communicating travel agendas, including the assembly of printed material developed to assist with the individual’s and/or teams’ objectives as it relates to that travel; and helping to resolve problems related to last minute travel changes or cancellations.