Executive Assistant with DHS or DoD Clearance

JOB SUMMARY

This position is primarily responsible for providing assistance to the Acting IAD Director (also the Acting ICE Chief Information Security Officer (CISO) and acting as the assistant to an additional three Branch Directors in the division. Manages all four calendars, as well as provide assistance to all staff in IAD with scheduling meeting, preparing briefings for the ICE Chief Information Officer, preparing documents for management approval. Support various IAD projects including the ICE-wide Mandatory PIV LACS implementation. Ensures that IAD staff prepare properly for meetings with the CISO or the Chief Information Officer (CIO), and also ensures that the CISO is prepared meetings with ICE/or DHS Senior Leadership. Provide phone coverage for the IAD Front Office.

KEY RESPONSIBILITIES

- Reviews, edits and monitors the calendars for the CISO and deputy CISO on a daily basis.  Schedules all meetings for the CISO and Deputy CISO, branch directors, and staff within the IAD division as required. Schedules, coordinates, and organizes meetings, conferences, and departmental activities.
- Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
- Tracks, reports and stores all Blue Folder Items (Internal/External Confidential documents with signatures required) in a SharePoint tracking system and repository. Routes blue folders to the necessary employees and tracks folders for the entire division. Organizes the files by category and branch and also stores the hard copies in a filing system.
- Assists with records management and inventory to include scanning and storing of IAD electronic files as well as hard copies. Creates and maintains excel sheets to monitor files and their location.
- Provide telephone coverage for the IAD Front Office main line as well as all calls to the ICE CISO.
- Arranges executive travel via FedTraveler and meetings by developing itineraries and agendas; scheduling the specific airlines, booking other transportation; arranging lodging and meeting accommodations.
- Uses various types of computer software and automated systems to create and edit a variety of correspondence, ensuring proper format, spelling, grammar and punctuation.
- Create meeting agenda's, record meeting minutes and documenting action items for various projects within IAD to include Continuous Monitoring,  PIV LACs, Audit Log Management, Risk Assessments, demos and presentations from vendors, IAD project meetings, and distribute to participants. Consolidate notes and slides to create presentations for project managers. 
- Assists with the new IAD employee's on-boarding process.  Make updates to org charts and the IAD directory as needed.
- Assist project managers with creating documentation such as Standard Operating Procedures, training documentation and tracking high-level action items.

ABILITY

- Work in a fast pace environment.
- Organize and prioritize work and meet critical deadlines.
- Identify management and operational problems, investigate and evaluate alternatives and implement effective solutions.
- Prepare clear, accurate and effective reports, correspondence, policies, and other written materials.
- Maintain accurate records and files.
- Establish and maintain effective working relationships with those contacted in the course of the work.

SKILLS

Administrative Writing Skills, Reporting Skills, Scheduling, Microsoft Office Skills, Organization, Time Management, Presentation Skills, Travel Logistics, Verbal Communication

*Active DoD Secret or a DHS Public Trust Clearance required