Executive Administrator

Responsibilities:

• Provide executive administrative support to include developing proposed responses for tasks, coordinating draft responses with subject matter experts (SME) within each subdivision, compiling program responses, and submitting the program responses via the Executive Secretary process
• Provide technical writing and management support to Correspondence Analyst Task Tracker (CATT) and Executive Secretariat Support Team to consistently assign, review, route, respond, and clear complex tasks in a high volume, short suspense environment
• Prepare documents in support of the front office and branches
• Schedule meetings with each program office, capturing meeting minutes and action items, distributing action items to participants, and documenting resolution of action items
• Assist in the development of standardized office policies, processes, and procedures
• Assist in the development and implementation of processes that track all correspondence, deliverables, action items, and issues and ensure the timely and accurate execution of all task requests from within and outside the respective subdivisions
• Assist in planning and organizing project-related meetings, including scheduling meetings, capturing action items, documenting meeting minutes, and distributing minutes to attendees and/or Integrated Project Team (IPT) members
• Provide support for the planning and development of senior-level presentations and briefings
• Provide office coordination support, which includes office logistics planning, including space/facilities planning for offices and geographically dispersed stakeholder operation centers, emergency preparedness, and new employee orientation
• Provide support for classified briefings in classified workspaces, which include tracking minutes and meeting participants, milestone schedule achievements and deliverables, and briefings for new initiatives and projects
• Provide resources and support for the management and completion of internal and external taskings and reporting
• Support Integrated Operations coordination efforts, including deliberate planning analysis, course of action (COA) development, and essential task management across multiple branches
• Provide special event SME support during agency-wide mission execution
• Provide SME support for joint planning and future initiative requirement gathering and analysis
• Provide day-to-day operational data support for various projects, functions, and stakeholders through intake triage, assignment and tracking processes
• Provide support for outreach event coordination, tracking, and execution including sector events and regional listening sessions, for official records
• Coordinate information task flows between internal and external stakeholders
• Support operational planning through coordination of integrated execution of cyber defense plans to strengthen cyber resiliency
• Coordinate efforts for ongoing CISA, DHS Intelligence and Analysis (I&A), and National Security Agency (NSA) discussions for high side data sharing
• Conduct research, prepare reports, coordinate information requests, and perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings
• Provide internal guidance and coordination regarding administrative functions, management controls, metrics collection, standard operating procedures (SOPs), and general administrative compliance
• Provide subject matter expertise in office administration, records management, knowledge management, task allotment and tracking, and quality control and assurance
• Facilitate the coordination, response, and monitoring of all document requests and correspondence for internal and external requests in accordance with applicable policies and procedures
• Coordinate and prepare travel arrangements, authorization, and vouchers utilizing the CISA travel system
• Write and edit memos, develop spreadsheet and file and copy documents
• Assist in preparing correspondence, briefing materials, draft talking points, and reports for review/approval by Government staff
• Coordinate and schedule internal and external meetings and organize and maintain calendars (to include priority management of requests) for CSD staff
• Coordinate media appearances/interviews and Congressional meetings/briefings in accordance with DHS and CISA policies and procedures
• Review and confirm meeting invitations, including title, purpose, agenda, documents, and list of attendees
• Take meeting minutes/notes, providing executive summaries and action items for Government approval and distributing once approved
• Ensure compliance with administrative policies and task requirements, executive secretariat guidelines, formats, and procedures and draft responses to written requests 
• Ensure compliance with the Plain Writing Act of 2010 for all applicable communications and ensure all communication includes the appropriate tone and style for the intended audiences
• Review/analyze the accuracy of grammar, spelling, punctuation, and clarity of writing for internal and external communications
• Provide logistics support for on-site events such as coordinating teleconferences, video teleconferences, meeting registration, and room reservations
• Assist in planning and facilitating working sessions and organize briefing materials and binders
• Assist with record management by reviewing, filing, scheduling, and archiving documents, ensuring the management of records is in accordance with the DHS Records Management Policy
• Assist with all aspects of meeting and conference planning, coordination, and execution to include identification of stakeholders, provision or advance booking of appropriate meeting space, timely preparation and delivery of meeting invitations and letters of invitation, preparation of agendas, briefing materials, and name tents and name badges and writing and distributing meeting notes and action items
• Support creation of division outreach materials including trifolds and one-page pamphlets

Requirements:

• MA/MS
• Minimum of 10 years of relevant professional experience
• Top Secret clearance and SCI eligibility
• Ability to obtain and maintain CISA suitability clearance
• Proficiency with MS Office suite and SharePoint
• Organizational, time management, and communication skills