Executive Assistant Jobs

Job Title

Executive Assistant Support Services

Job Description

Position summary: (Hybrid Position) To provide Executive Assistant Support Services to the Department of Homeland Security (DHS), Countering Weapons of Mass Destruction (CWMD) to include, but not limited to, the following:

• Answer telephones, record messages, forward calls, and respond appropriately to inquiries.
• Assist staff with follow-up phone calls on outstanding actions.
• Schedule, coordinate, and provide support for meetings, events, interviews, appointments, and other similar activities.
• Draft, edit, and facilitate timely responses to a variety of routine written inquiries as well as Executive or other priority correspondence that requires immediate response. Track incoming and outgoing Executive Secretary correspondence, alerting responsible parties of tasking and ensuring coordination of responses by relevant directorates within established deadlines, review and edit work products.
• Prepare files for circulations, monitor progress, and maintain files (hard copy and electronic). Ensure correspondence and accompanying documents are in compliance with DHS Executive Secretariat policy and procedures.
• Draft, edit, and facilitate the development of talking points, public presentations, reports, educational materials, brochures, fact sheets, and/or other materials for internal, Government, and public consumption.
• Resolve a range of administrative problems and inquiries; recommend efficiencies and best practices where practicable.
• Work on special projects for Senior Executive Service Manager.
• Facilitate the passage of security clearances, foreign visitor requests, and other unique processing requirements as needed for staff travel, Government officials, and/or media representatives to the office, CWMD Office activity sites, or other location.
• Prepare or assist with the preparation of scheduled and/or ad hoc statistical and narrative reports and PowerPoint presentations.
• Attendance and punctuality are critical to this position.
• Other duties as assigned.

Education and Experience

Associate degree and at least 10 years of job-related experience or equivalent. Excellent written communication skills; working knowledge of word processing and integrated software applications; strong organizational skills and the ability to perform detail-oriented work are required. Experience working with senior level management. Security Clearance: Applicant must currently possess a SECRET clearance. Employee must maintain eligibility at the level required by the contract throughout employment.

Job Requirements Skills

• Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
• Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Speaking - Talking to others to convey information effectively.

Attributes

• Oral Expression - The ability to communicate information and ideas in speaking so others will understand.
• Inductive Reasoning - The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
• Written Comprehension - The ability to read and understand information and ideas presented in writing.
• Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.
• Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.