DHS Executive Assistant/Administrative Assistant (Must have DHS experience)

InfiniSource Consulting Solutions, Inc.; San Diego (CA); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Job summary

InfiniSource Consulting Solutions, Inc. is seeking an Executive Assistant/Administrative Assistant II in San Diego, CA. The role includes providing high-level administrative support to executives, managing calendar appointments, and coordinating travel logistics. Ideal candidates will have at least three years of experience in a similar role, preferably within federal government. The position offers a competitive salary and benefits including medical, dental, and a 401(k) retirement plan.

Qualifications

• Minimum of three (3) years performing high-level administrative duties; Federal government experience desired.
• Ability to communicate in English both orally and in writing.
• Experience with systems such as SharePoint, travel systems, and payroll systems.

Responsibilities

• Provide executive support to high-level executives, directors, or managers.
• Manage high-level calendar appointments and schedule meetings.
• Draft and edit correspondence, prepare reports, and maintain filing systems.
• Coordinate travel logistics including transportation and accommodations.

Skills

Experience with the Department of Homeland Security

High-level administrative duties

Knowledge of records management systems

Communication in English

Proficiency in Microsoft Office Suite

Job description

Executive Assistant / Administrative Assistant II

ICS is seeking an Executive Assistant/Administrative Assistant II to join our team. The individual will perform administrative tasks including but not limited to:

• Providing Executive/Assistant I support DHS high level executives, directors or managers.
• Providing a full range of office and administrative support services duties including managing high level calendar appointments; scheduling meetings; coordinating interviews and conferences; evaluating requests for information, appointments, tasks, and other correspondence; and coordinating responses within established deadlines for high level officials.
• Organizing and prioritizing action items and serving as a liaison for internal and external offices.
• Managing business relationships with other program offices, divisions, and stakeholders.
• Managing logistics, materials, and generating minutes for meetings.
• Drafting and editing correspondence.
• Preparing memoranda, talking points, briefing materials, reports, spreadsheets, and other documentation ensuring correct formatting, grammar, and punctuation.
• Maintaining filing systems and ensuring adherence to Agency guidance for the retention, protection, retrieval, transfer, and disposal of records.
• Evaluating and assisting in the development of office policies and procedures; assisting in the planning and implementing of office systems, layouts, and equipment distribution; and taking 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).
• Coordinating travel logistics including securing transportation and overnight accommodations in both domestic, and international locations; coordinating and communicating 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; and helping to resolve problems related to last minute travel changes or cancellations.

Job Type

Full-time, Contract

Requirements

• Experience with the Department of Homeland Security.
• Minimum of three (3) years of experience performing high-level administrative duties; Federal government experience is desired.
• Knowledge of and experience with systems and/or procedures (e.g., system include records management, SharePoint or similar information systems, human resource information systems, correspondence systems, travel systems and payroll systems).
• Ability to communicate in English both orally and in writing.
• Proficiency in various types of Information Technology resources such as Microsoft Office Suite products.

Benefits

InfiniSource Consulting Solutions offers a competitive salary and a generous benefits package. This package includes medical, dental, vision, life, short and long-term disability insurances, and a 401(k) retirement plan.

EEO Statement

InfiniSource Consulting Solutions (ICS) is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class. US Citizenship is required for most positions.