Mar 09, 2020

Administrative Special Assistant Washington DC FEMA HQ

  • Lukos
  • Washington DC
Contractor Administration Defense Government Other

Job Description

Administrative Special Assistant   Summary Certification & Education/ Experience

  • Must have a minimum of two (2) years of relevant work experience and a Bachelor’s degree (or equivalent)

  PURPOSE: The following requirement is for two Special Assistants to support the Federal Emergency Management Agency (FEMA) Mission Support Executive Office (MS EO) in the Washington, DC area and one to support the Office of the Chief Component Human Capital Officer in the Washington, DC area.   SCOPE Special Assistant who shall be responsible for cataloging and distributing information, assisting MS EO management, arranging schedules, screening and prioritizing mail and phone calls, maintaining executive calendars and meeting agendas, preparing materials used in executive presentations, making travel arrangements, organizing and maintaining office electronic files, safeguarding confidential information, tracking key performance management deadlines and coordinating performance management activities for MS EO management, supporting MS EO hiring and onboarding activities, support MS EO budget execution activities, facilitating the tasking and clearance process for the MS EO to include quality review of materials, developing communications and other written products, and completing short- and long-term administrative projects as assigned by MS EO management.   RESPONSIBILTIES   1) Providing executive support to the MS AA, DAA, and other MS EO senior 2) Maintaining calendars/appointments; 3) Scheduling Executive Sedan Services; 4) Answering the telephone and directing calls; 5) Filing and organizing correspondence and other records; 6) Photocopying and/or scanning documents using a computer; 7) Opening and distributing mail; 8) Creating and editing documents in Microsoft Word, Excel and PowerPoint; 9) Coordinating travel, transportation, and accommodation arrangements and creating travel authorizations for the MS AA, DAA, and MS EO senior 10)Working independently with minimal direction and interacting professionally with high-ranking government officials; 11)Facilitating the tasking and clearance process for the MS EO, which includes: receiving taskings from throughout FEMA and DHS or initiating taskings from the MS EO; tasking to MS components offices; coordinating unified, thorough responses amongst MS components; performing quality review of all tasking responses; preparing clearance packages for executive-level review. 12)Coordinating readaheads for executive-level meetings, to include quality review of readaheads for tone, format, and consistency. 13)Developing communications, briefing memos, and other written materials, as needed to support executive messaging and preparedness. 14)Completing short- and long-term administrative projects as assigned by MS EO management. 15)Supporting MS EO hiring and onboarding activities, to include initiating and tracking hiring actions. 16)Supporting MS EO budget execution activities, to include coordinating and executing payment for training, travel, supply orders, and other purchases. 17)Tracking key performance management deadlines; ensuring performance reviews are scheduled, as needed; tasking and coordinating compilation of performance work plans and performance review materials; inputting performance information into the appropriate agency system(s) of records.   Familiarity with computers and common business applications are necessary, and the SA must have excellent communications and reading skills and a high degree of proficiency with grammar, spelling, and punctuation. The SA must have advanced knowledge of commonly used administrative concepts, practices, and procedures, such as the essential functions noted above, as supplemented with direction as to the established practices and procedures for various functions, such as mail receipt, date stamping and tracking the incoming and outgoing mail and internal correspondence, which are followed within the MS EO.   Education & Certification Must have a minimum of two (2) years of relevant work experience and a Bachelor’s degree (or equivalent)   Security Eligibility All personnel shall undergo a National Agency Check with Local Agency Check and Credit Check (NAC/LC) background check and DHS security check.   Location: FEMA HQ – 500 C Street SW, Washington DC, 20472.

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Occupations

Administrative Support  

States

DC  

Security Clearance

NO Security Clearance

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