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

InfiniSource Consulting Solutions, Inc.; Phoenix (AZ); 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 Phoenix, Arizona. The individual will provide comprehensive administrative support to the Department of Homeland Security. Key responsibilities include managing executive calendars, coordinating travel logistics, and assisting with office policies. Candidates should have a minimum of a Bachelor's degree and 5-8 years of experience in high-level administrative roles. Competitive salary and benefits including health insurance and a 401(k) plan are offered.

Qualifications

• Bachelor's degree required.
• 5-8 years of high-level administrative experience recommended.
• Experience in federal government is desired.

Responsibilities

• Provide executive support to high-level executives.
• Manage scheduling and administrative tasks.
• Coordinate logistics for meetings and travel.

Skills

Communication in English

Proficiency in Microsoft Office Suite

Records management knowledge

Experience with SharePoint

High-level administrative experience

Education

Bachelor's degree

Job description

INFINISOURCE CONSULTING SOLUTIONS (ICS)

InfiniSource Consulting Solutions (ICS) is 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.

Position: Executive Assistant/Administrative Assistant II

The individual will provide administrative and program support services to the Department of Homeland Security Federal agency divisions and offices.

Responsibilities

• Providing Executive/Assistant I support to 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 team’s objectives as it relates to that travel; and helping to resolve problems related to last minute travel changes or cancellations.

Requirements

• A minimum of an Bachelor degree
• A minimum of three (5-8) 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.

Equal Opportunity 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.

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.