Administrative Assistant

Chimera Enterprises International, Inc (Chimera); Washington (District of Columbia); On-site; USD 55,000 - 75,000; Full time

Job summary

Chimera Enterprises International, Inc. seeks an Administrative Assistant to support the DHS Office of Health Security in Washington, DC. The role is full-time and on-site at the DHS HQ St.

Elizabeths campus, requiring expert Microsoft Office skills, calendar management, SharePoint, and MS Teams proficiency. The position involves coordinating interagency meetings, preparing materials, and assisting with complex schedules for senior leaders.

Qualifications

• Experience using Microsoft Office suite (Outlook, PowerPoint, Excel, Word).
• Experience working with senior-level staff and coordinating complex schedules.
• Knowledge of DoD document handling procedures.

Responsibilities

• Coordinate interagency meetings, conferences, and events with internal and external stakeholders.
• Prepare briefing materials, visuals, and background documentation for briefings.
• Set up meeting spaces and web/teleconferences; manage calendars and travel logistics as needed.
• Draft memorandums and program documentation to support data requests and final formatting.

Skills

Microsoft Office

Calendar management

Communication skills

Senior-level liaison

DTS familiarity

DoD document handling

Education

Associate’s degree

Tools

SharePoint

MS Teams

Video conferencing

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 activeSECRETclearance.

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.
• 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 in
  advance when supplies are required.
• 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 of experience 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.