DHS Executive Assistant Administrative Assistant

About This Role

This role provides high-level administrative support to executives, directors, or managers within the Department of Homeland Security (DHS). The individual will manage calendars, schedule meetings, coordinate travel, and handle various office and administrative tasks, ensuring smooth operations and effective communication within the organization.

Responsibilities

• Provide Executive/Assistant I support to DHS high-level executives, directors, or managers
• Provide a full range of office and administrative support services duties including managing high-level calendar appointments
• Schedule meetings
• Coordinate interviews and conferences
• Evaluate requests for information, appointments, tasks, and other correspondence
• Coordinate responses within established deadlines for high-level officials
• Organize and prioritize action items
• Serve as a liaison for internal and external offices
• Manage business relationships with other program offices, divisions, and stakeholders
• Manage logistics, materials, and generate minutes for meetings
• Draft and edit correspondence
• Prepare memoranda, talking points, briefing materials, reports spreadsheets, and other documentation ensuring correct formatting, grammar, and punctuation
• Maintain filing systems and ensure adherence to Agency guidance for the retention, protection, retrieval, transfer, and disposal of records
• Evaluate and assist in the development of office policies and procedures
• Assist in the planning and implementing of office systems, layouts, and equipment distribution
• Take 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)
• Coordinate travel logistics including securing transportation and overnight accommodations in both domestic and international locations
• Coordinate and communicate 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
• Help to resolve problems related to last-minute travel changes or cancellations

Requirements

• Department of Homeland Security experience
• Minimum of three (3) years of experience performing high-level administrative duties
• 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 have:

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