Executive Administrative Assistant III

AttainX, Inc.; Arlington (VA); Hybrid; USD 90,000 - 115,000; Full time

Job summary

AttainX, Inc. seeks an Executive Administrative Assistant III to support senior Government officials within CISA’s Stakeholder Engagement Division. You will manage calendars, emails, meetings, and travel while protecting confidential information and coordinating follow-up actions.

The role requires 4–7 years of executive support, strong MS Office skills, and DHS Public Trust eligibility. Hybrid work at DHS facilities in Arlington with COR approval for telework.

Qualifications

• Four to seven years of related executive administrative experience.
• Bachelor’s degree or equivalent combination of education and experience.
• Experience coordinating complex calendars, travel logistics and executive follow-up.
• Strong writing, proofreading, and professional communication.
• Proficiency with MS Office and collaboration tools; Federal experience preferred.
• Must obtain DHS Public Trust and satisfy access requirements.

Responsibilities

• Manage executive calendars, appointments, recurring meetings, and stakeholder engagements.
• Organize virtual and onsite meetings with agendas, attendance, and follow-ups.
• Manage executive correspondence and document routing; track clearances.
• Maintain daily engagement trackers and weekly administrative updates.
• Prepare briefing materials, memos, and summaries for leadership review.
• Capture meeting notes and action items; coordinate post-engagement follow-ups.
• Maintain council and sector rosters, distribution lists, and auditable docs.
• Coordinate complex travel logistics, approvals, and reimbursements.
• Handle sensitive information with discretion and approved protocols.
• Lead contractor admin work if required and ensure continuity.

Skills

Calendar management

Executive support

Communication

Discretion

Relationship building

Research and writing

Education

Bachelor's degree or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

CATT/STORM

Collaboration platforms

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Professional Arlington, VA, US

2 days ago Requisition ID: 2012

Salary Range: $90,000.00 To $115,000.00 Annually

Job Title: Executive Administrative Assistant III - DHS Public Trust

Location: Remote/Hybrid - DHS CISA, 4200 Wilson Boulevard, Arlington, VA 22203. Primary performance at CISA facilities; telework requires COR approval.

Work Schedule: Monday through Friday, generally 8:00 a.m. to 4:30 p.m. Eastern Time, excluding federal holidays; schedule flexibility may be required for emergent events.

Security Requirements: DHS Public Trust - Must obtain and maintain a favorable DHS fitness determination (Public Trust), complete the appropriate background investigation, and maintain required facility and system access.

Work Authorization: Must be authorized to work in the United States and meet DHS personnel and system access requirements.

AttainX is seeking an Executive Administrative Assistant III to support senior Government officials within CISA’s Stakeholder Engagement Division. This position coordinates executive schedules, communications, meetings, records, and follow-up across council, advisory, national coordination, and Sector Management activities. The role protects confidential information, anticipates leadership needs, and improves administrative processes to support productive interactions and timely decision-making.

Qualifications and Education Requirements:

• Level III (P03-Senior): Four (4) to seven (7) years of related executive administrative experience, including support to senior leaders and independent coordination of moderately complex administrative activities.
• A bachelor’s degree in business administration, public administration, communications, or a related field, or an equivalent combination of education and relevant executive support experience.
• Experience coordinating complex calendars, leadership engagements, meeting packages, executive correspondence, travel logistics, and action-item follow-up.
• Strong research, writing, proofreading, organization, professional communication, discretion, and judgment; ability to build effective relationships with senior officials and stakeholders.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, collaboration platforms, and document routing or tracking systems; CATT/STORM experience is preferred.
• Experience supporting Federal executives, FACA or FACA-exempt councils, and federal records requirements, including DHS Directive 093-01 and General Records Schedule 6.2, is preferred.
• A relevant administrative professional or Microsoft Office certification is preferred.
• Must obtain and maintain a favorable DHS fitness determination (Public Trust) and required facility and system access.

Job Duties:

• Manage executive calendars, appointments, recurring meetings, and stakeholder engagements; anticipate scheduling conflicts, prioritize requests, and coordinate changes with leadership.
• Organize virtual and onsite meetings, including venue and registration arrangements, attendance records, agendas, pre-reads, briefing packages, and administrative follow-up.
• Manage executive correspondence and document routing, track clearances and approvals using email, CATT/STORM, and approved systems, and elevate overdue items requiring leadership attention.
• Independently organize workflows, deadlines, information, and follow-up actions; maintain daily engagement trackers and weekly administrative updates using approved DHS/CISA formats.
• Conduct assigned research and information gathering; prepare factual summaries, memos, talking-point inputs, briefing materials, and administrative reports for executive review.
• Capture accurate meeting notes, decisions, and action items; coordinate post-engagement summaries and action-tracking updates within three business days when required.
• Maintain council and sector membership rosters, distribution lists, participation records, files, logs, and auditable documentation under applicable governance and records requirements.
• Manage designated mailboxes and inquiry logs, acknowledge inquiries within one hour during core business hours where required, and coordinate timely responses through authorized personnel.
• Coordinate complex travel logistics, itineraries, meeting schedules, and supporting documentation for leadership engagements when assigned, following applicable approval and reimbursement procedures.
• Exercise discretion in handling sensitive correspondence, personnel information, and leadership materials; use approved access and distribution procedures for unclassified Government information.
• Prepare monthly administrative status inputs covering calendar coordination, document routing, correspondence volumes, and action completion; support urgent engagement arrangements and after-action documentation.
• Improve administrative procedures, maintain continuity and handoff records, and coordinate contractor support resources when assigned; Level IV may lead contractor administrative work and resolve complex workflow issues with minimal direction.

Non-Essential Functions:

Other related duties as assigned.

About Us

AttainX, Inc. delivers technology solutions, software products, and professional services to Federal Government customers. Our people are central to achieving our customers’ missions. We support quality, collaboration, and employee growth through teamwork and professional development.

We are proud to offer competitive compensation and benefits packages, including paid vacation, medical, dental, and vision insurance, a matching 401(k) plan, tuition/training reimbursement, and long- and short-term disability coverage, subject to plan terms and eligibility.

EEO Commitment:

AttainX is an equal employment opportunity employer committed to a workplace free from discrimination. We provide equal opportunity to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, protected veteran status, or any other status protected by applicable law.

Accommodations:

Applicants and employees who need a reasonable accommodation for the application process or to perform essential job functions may contact Human Resources.

Physical Demands:

This position primarily involves computer-based work, reviewing technical materials, and communicating with team members and stakeholders. Essential functions may be performed with or without reasonable accommodation.

Work is performed at DHS CISA facilities in Arlington, VA, with telework permitted only when approved by the COR. This position supports unclassified activities and must protect sensitive Government information. General work hours are 8:00 a.m. to 4:30 p.m. Eastern Time, Monday through Friday, excluding federal holidays. Office noise is generally moderate. Hours may be adjusted for emergent events, and Government-directed travel may be required.