Administrative Assistant

Wits Solutions Inc. (WITS) is a SBA certified Small Disadvantaged Business with headquarters in the metropolitan Washington D.C. area. WITS has been providing best-in-class solutions in professional IT and administrative consulting to various Federal, State, Local and commercial customers. At WITS, we believe in working not for our clients but with them. This is why right from the beginning; our analysts and solution-builders work closely with our clients to ensure that the project outcomes continue to deliver value long into the future.

Job Description:

Security Clearance:

• PUBLIC TRUST

Education/ Certification Mandatory:

• BA/BS in a relevant field - business administration, public policy, or communications.
• A degree IS mandatory for this position despite the administrative title. Do not source against a typical administrative assistant profile.

Work Experience Mandatory:

• Minimum of five (5) years of experience in Operations and Planning.
• Experience working with collaboration tools such as SharePoint, MS Forms, and MS Dynamics.
• Strong interpersonal, critical thinking, communication, and writing skills.
• Proven strong verbal and writing capability.
• Able to provide advice and support in contract performance and management.

Education/Certifications Nice to Have:

• Certified Administrative Professional (CAP); Microsoft Office Specialist (MOS) Expert; DHS/CISA records management and Section 508 training; executive secretariat or correspondence management training.

Work Experience Nice to Have:

• Prior DHS, CISA, or other Federal front-office or executive secretariat support; experience with an agency correspondence and tasker tracking tool (e.g., DHS Executive Secretariat systems, ServiceNow, or a SharePoint-based tasker workflow); preparing agendas and talking points for SES or AD-level engagements; conference and event logistics including VTC and meeting registration; trip support package preparation; note-taking at leadership meetings; active or recent DHS Public Trust / EOD.

Roles And Responsibilities:

• Conduct research, prepare statistical reports, handle information requests, and perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling for principals, and coordinating meetings (2.3.1).
• Prepare Agendas and Talking Points for Leadership Engagements - a DAILY deliverable (2.3 Key Deliverables).
• Prepare Meeting Notes and a Summary Roll-up of activities - a DAILY deliverable (2.3 Key Deliverables).
• Assist in the facilitation of coordination, response, monitoring, and closure of all document requests and correspondence for internal and external taskers using a SharePoint system and/or agency tracking tool (2.3.1).
• Prepare correspondence, briefs, and reports for review and approval by Government staff while ensuring compliance with current administrative policies, executive secretariat guidelines, agency formats, and procedures, using acceptable style, tone, and timeliness (2.3.1).
• Provide logistics support for on-site events such as coordinating teleconferences, video teleconferences, meeting registration, room reservations, and other meeting support such as meeting facilitation and note-taking (2.3.1).
• Conduct off-site meeting venue research, as needed (2.3.1).
• Organize briefing materials and action items by preparing binders or folders for staff, leadership, and client program offices (2.3.1).
• Prepare Trip Support Packages, as necessary (2.3 Key Deliverables).
• Provide internal guidance and coordination regarding administrative functions, management controls, metrics development, standard operating procedures, and general administrative compliance (2.3.1).
• Attend meeting agendas and prepare meeting notes as necessary (2.0).
• Monitor assigned MS Teams channels, SharePoint sites, and Outlook mailboxes; monitor, respond to, route, and track all correspondence (2.0).
• Communicate and coordinate with CISA Divisions, CISA Mission Enabling Offices, Federal, State, and local officials, infrastructure owners and operators, and interagency stakeholders (2.0).
• Support Task 2.2 coordination for the Entity Notification program, FOI development, Service Delivery Model, and special events planning as assigned.
• Support the Project Manager with staffing roster, GFE list, and monthly reporting inputs (4.10.1).