Action Officer

Description

Responsibilities

• Provide administrative and logistical support, including pre-meeting coordination and post-meeting follow-up, support participation for meetings and events as requested (notetaking, development of summary of conclusions, etc.), support international engagements, committee meetings, workshops and/forums or working groups; Develop and prepare daily binders to support leadership’s schedule, engagements, background information, and other need to know items/details
• Submit and confirm visitor access requests on behalf of leadership when attending meetings at other locations; Submit and confirm visitor access requests for visitors arriving to the organization; Arrange to obtain clearance approval for the visitors and on behalf of AD/Deputy AD through the Security Office and meeting location security procedures; Escort visitors as required/needed 
• Support with emergency planning and continuity of operations preparedness
• Provide calendar management, scheduling assistance and facilitate meeting requests for Leadership; Proactively coordinate and manage responses between AD/Deputy AD and Mission Line leadership; Coordinate on a daily basis with the AD and D/AD to manage schedule arrangements while identifying conflicts on a daily, weekly, and monthly basis to recommend strategic conflict resolution proposals, remaining diligent and pro-active in reserving meeting times, blocking travel time and work blocks, and reaching out to meeting participants for availability or when changes arise; Handle the booking and reservations needed for meeting and conference room space and coordinate teleconferences/Teams meetings logistics and in room setups
• Provide travel support in making and confirming all travel arrangements/reservations, to include pre-authorization and coordination with the AB Team, as well as completing all administrative actions necessary in the official government travel system (CONCUR); Understanding of and familiarity with the CONCUR system is preferred but not required; Provide and confirm official travel arrangements, prepare vouchers, and complete reimbursement actions upon return from travel; Provide any additional subject matter expertise regarding federal travel regulations as it relates to the travel/trip; Coordinate arrangements and logistics with other/additional travelers; Develop and prepare a travel binder/itinerary to support leadership’s schedule, engagements, background information, and other need to know items/details
• Advise and assist in the development of standardized policies, processes, and procedures, as well as coordinate implementation and execution of updates; Document and maintain knowledge management repositories to include, but not be limited to, Standard Operating Procedures (SOPs), Priority Process Trackers, AD/Deputy AD Schedulers, Strategic Planning Documentation, and other process improvement tools, templates, and solutions
• Coordination and management of organizational reports, nightly roll-up tracking, leadership actions/decision points, staffing updates, meeting notes/documentation, supporting project management efforts, etc. organization strategic and priority efforts
• Manage and track action items/leadership decisions on behalf of AD/Deputy AD; Track and report on general status of tasks directed by DHS organizational leadership, to include estimated and expected deadlines and planning and development timelines required; Track milestones, accomplishments, and mid-way points through to completion; Provide leadership with status updates, reminders, risks, and concerns, etc. via a Task Tracker Report
• Develop and maintain relationships across CSD and CB; Coordinate and collaborate across all subdivisions as needed; Coordinate, collaborate, and foster amicable working relationships across all Mission Lines/Programs; Understand and identify key POCs to ensure the organization is compliant on all Leadership asks, data calls, reporting requirements, etc. and respond in a timely and coordinated manner

Requirements

• 7-10 years’ experience with BS Degree in a related field like Business Administration, Organizational Management, or Management Studies
• Strong comfort level with MS Suite including MS Word, Excel, PowerPoint, Visio, Outlook, and SharePoint
• Capable of building out briefings to keep senior management aware of status and updates
• Able to perform basic data analysis and organization using Excel
• Strong writing skills, able to effectively write and perform basic editing functions to build documents in a preferred format
• Comfort level using SharePoint to organize and access data
• Able to undergo and be accepted for DHS suitability and maintain that throughout the contract (current clearance is preferred but not required)
• This position hybrid, but mostly remote (this in turn requires a self-starter who can work independently to get things done with little oversight)
• Must be a US Citizen

Preferred:

• Prior background in an executive administration role like a chief of staff, administrative officer, or assistant/analyst to senior executive management (e.g. CEO, CFO, Vice President/Director)