Senior Executive Assistant & Admin Operations Lead

InfiniSource Consulting Solutions, Inc.; San Diego (CA); Hybrid; USD 60,000 - 85,000; Full time

Benefits offered by this job

Competitive salary

Benefits package

Job summary

InfiniSource Consulting Solutions (ICS) is seeking an Executive Assistant/Administrative Assistant II to join our team in a high-demand government contracting environment. The role focuses on providing executive-level support to DHS officials, managing calendars, coordinating interviews and travel, and ensuring timely, accurate documentation and correspondence.

The successful candidate will handle complex scheduling, prepare briefing materials, and maintain filing and records according to agency

Qualifications

• Minimum of three (3) years of experience performing high-level administrative duties.

Responsibilities

• Provide Executive/Assistant I support DHS high level executives, directors or managers.
• Manage high level calendar appointments; schedule meetings; coordinate interviews and conferences; evaluate information requests and deadlines.
• Organize and prioritize action items; liaison for internal and external offices.
• Manage business relationships with other program offices, divisions, and stakeholders.
• Coordinate travel logistics domestically and internationally; prepare travel agendas and materials.

Skills

Executive support

Calendar management

Microsoft Office

Tools

SharePoint

Travel systems

Job description

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.

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.

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.