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

InfiniSource Consulting Solutions, Inc.; San Francisco (CA); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Life insurance

Short and long-term disability insurances

401(k) retirement plan

Job summary

InfiniSource Consulting Solutions, Inc. based in San Francisco, CA is seeking an Executive Assistant/Administrative Assistant II to support high-level executives at the Department of Homeland Security. The role includes extensive administrative responsibilities such as managing calendars, drafting correspondence, and coordinating travel logistics. Candidates must have at least three years of high-level administrative experience, ideally within federal government, along with strong communication skills and proficiency in Microsoft Office Suite. The position offers a competitive salary and benefits package.

Qualifications

• Minimum of three years of experience in high-level administrative duties.
• Knowledge of records management and human resource information systems is desired.
• Ability to manage business relationships and travel logistics.

Responsibilities

• Provide support to DHS high-level executives.
• Manage calendars, meetings, and correspondence.
• Organize and prioritize action items.

Skills

Department of Homeland Security experience

High-level administrative duties

English communication (oral and written)

Microsoft Office Suite proficiency

Job description

InfiniSource Consulting Solutions (ICS)

InfiniSource Consulting Solutions (ICS), a 150+ employee government contractor specializing in Management Consulting, Information Technology, and Professional Services to the federal government. We tailor our services to meet the specific needs of our civilian, defense, and private‑industry sponsor. Our corporate support processes are ISO 9001 certified, giving our customers the confidence that we are continually measuring and improving upon the support we provide and are committed to the highest level of customer satisfaction.

Executive Assistant/Administrative Assistant II

ICS is seeking an Executive Assistant/Administrative Assistant II to join our team!

Responsibilities include:

• 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.

Requirements

The individual shall have:

• Have Department of Homeland Security experience
• A minimum of three (3) years of experience performing high-level administrative duties is required; Federal government experience is desired.
• Knowledge of and experience with systems and/or procedures is desired (i.e., systems 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.

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.

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.