Administrative Assistant

Chimera Enterprises International; Washington (District of Columbia); On-site; USD 56,000 - 76,000; Full time

Job summary

Chimera Enterprises International seeks an Administrative Assistant to support DHS Office of Health Security in Washington, DC. This full-time on-site role coordinates schedules, meetings, and travel while working with senior leaders and cross-directorate teams.

Candidates should have expert Microsoft Office skills, calendar management, SharePoint and MS Teams experience, and a SECRET clearance; strong written and oral communication is essential to succeed in a fast-paced government environment.

Qualifications

• Experience directly supporting senior-level staff.
• Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word) with 5+ years of experience.
• Strong oral and written communication skills.
• Experience with the Defense Travel System (DTS).
• Knowledge of DoD document handling procedures.

Responsibilities

• Coordinate interagency meetings, conferences, and events.
• Operate AV and web conferencing equipment for online meetings.
• Prepare agendas, briefings, and background materials.
• Assist facilities with workspace assignments and relocations.
• Draft memorandums and presentations for official briefings.

Skills

Microsoft Office proficiency

Communication skills

Experience with senior-level staff

DTS experience

DoD document handling knowledge

Education

Associate’s degree with 5+ years of related experience

Tools

SharePoint

MS Teams

Job description

Chimera supports our customers with advanced intelligence analysis and expert administrative support to aid analysts, the warfighters and decision makers. You will be supporting the DHS Office of Health Security (OHS) in Washington, DC as an Administrative Assistant. This position is full time on-site at the DHS HQ St. Elizabeth's campus location. As an administrative assistant you will work with a team of other administrative staff across all directorates within the DHS OHS Directorate and support Agency leaders with their important roles and complicated schedules. You will need to have expert understanding of Microsoft products and calendar management, SharePoint and MS Teams. You will need to have expert communication skills both written and oral as you will be interfacing across the organization and with other Senior leaders in the Government. Attention to detail is important as well as collaborative skills to work as a team to get the job done.

This position requires an active SECRET clearance.

Job Duties:

• Execute a multitude of day-to-day administrative functions to ensure operational effectiveness within the executive office by coordinating all interagency interaction (i.e., internal and external stakeholders, within Government and internationally).
• Coordinate with staff and leadership of other organizations by planning and executing internal and external meetings, conferences, and special events.
• This includes:
• Operating video teleconferencing equipment and general audiovisual equipment.
• Managing web conferencing connections for online meetings.
• Ensuring that locations are properly booked for use.
• Developing agendas.
• Sending meeting requests and notifications.
• Ensuring background documentation, visuals, and briefings are prepared.
• Setting up the meeting space and web- or teleconference.
• Assisting facilities with new workspace assignmentsand relocations.
• Assist with office supply management, analyzing standard office needs,researching sources of supply, and notifying appropriate staff inadvance when supplies are required.
• Providing support during special events.
• Draft memorandums and program documentation to support data calls and effectively review final documentation for grammar and formatting.
• Assist with the preparation of PowerPoint and other presentations for official briefings.

Required Knowledge, Skills and Abilities:

• Experience working directly with Senior-level staff.
• Proficiency in the Microsoft Office suite of software, with 5 years ofexperience using Outlook, PowerPoint, Excel, and Word.
• Possess strong communication skills, both orally and in writing.
• Experience working in the Defense Travel System (DTS).
• Possess a working knowledge of Department of Defense (DoD) proprietary document handling procedures.

Education:

• Associate’s degree and at least 5 years of job-related experience or equivalent.

Clearance Level:

Secret

Location:

DHS HQ - St. Elizabeths Campus Washington DC

Chimera Enterprises International is an Equal Opportunity/Affirmative Action Employer committed to hiring and retaining a diverse workforce, including protected veterans and individuals with disabilities.