Overview
Office Administrator Jobs in Saint Paul, MN at Lions Share Maintenance
Insight currently supports a contract providing executive administration support to the Cybersecurity Infrastructure Security Agency (CISA) Cybersecurity Division (CSD). As part of this effort, we are looking to identify a qualified Executive Assistant to provide executive administrative support services to various CSD offices. The individual may also be required to provide executive administrative support services to other CISA divisions and/or subdivisions.
Responsibilities:
Conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings
Providing internal guidance and coordination regarding administrative functions, management controls, metrics collection, standard operating procedures, and general administrative compliance
Facilitating the coordination, response, and monitoring of all document requests and correspondence for internal and external requests in accordance with applicable policies and procedures
Coordinating and preparing travel arrangements, authorization, and vouchers on behalf of Government staff through the CISA travel system
Writing and editing memos, developing spreadsheets, filing, and copying documents
Compiling correspondence, briefing materials, talking points, and reports for review/approval by Government staff
Coordinating and scheduling internal and external meetings, organizing, and maintaining calendars (to include priority management of request) for CSD staff
Coordinating media appearances/interviews and congressional meetings/briefings in accordance with DHS and CISA policies and procedures
Reviewing and confirming meeting invitations include the correct title, purpose, agenda, documents, and appropriate list of attendees
Taking meeting minutes/notes, providing executive summaries and action items for government approval, and distributing once approved
Complying with administrative policies and task requirements, executive secretariat guidelines, formats, and procedures; drafts responses to written request; corrects and completes clearance documentation
Complying with the Plain Writing Act of 2010 for all applicable communications, and ensures all communication includes the appropriate tone and style for the intended audience
Reviewing/analyzing accuracy of grammar, spelling, punctuation, and clarity of writing for internal and external communication
Providing logistics support for on-site events such as coordinating teleconferences, video teleconferences, meeting registration, and room reservations
Conducting off-site meeting venue research, as needed.
Planning and facilitating working sessions and other efforts as requested by Government staff
Organizing briefing materials and action items by preparing binders or as requested by Government staff.
Managing records in accordance with the DHS Records Management Policy by reviewing, filing, scheduling and archiving documents.
Being detail-oriented and a flexible problem-solver who is comfortable managing complex tasks, and prioritizing competing demands.
Multi-tasking and comfortably operating in a fast-paced environment, adapting in real time to new information.
Qualifications:
Minimum of BS/BA Degree
Minimum of 5 years’ demonstrated experience; preferable in a government/corporate setting
Managing calendars of senior level staff
Coordinating and preparing travel arrangements and authorizations
Coordinating meeting logistics
Excellent verbal and written communication skills
Ability to work independently and anticipate required follow on tasks to move requirements forward
Multi-tasking and comfortably operating in a fast-paced environment, adapting in real time to new information
Schedule –
3 days a week in Arlington office, 2 days remote.
We encourage all qualified individuals, regardless of background, to apply. Insight Technology Solutions, LLC is an equal opportunity employer committed to fostering an inclusive and diverse workplace. We look forward to receiving your application!
*Insight Technology Solutions is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.
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Title: Office Administrator
Company: Lions Share Maintenance
Location: Saint Paul, MN
