Executive Support Specialist

1 day ago

Arlington, Virginia, United States Dynamis Full time
Job Title: Executive Administrator

We are seeking an experienced Executive Administrator to provide high-level administrative support to the Cybersecurity and Infrastructure Security Agency's (CISA) Cybersecurity Division (CSD). The successful candidate will be responsible for coordinating administrative functions, strategic planning, and analysis, program and project management, and data integration activities for CSD.

Key Responsibilities:
  • Provide executive administrative support, including developing proposed responses, coordinating draft responses with subject matter experts, and compiling program responses.
  • Provide technical writing and management support to the Correspondence Analyst Task Tracker (CATT) and Executive Secretariat Support Team.
  • Prepare documents in support of the front office and branches.
  • Schedule meetings with each program office, capturing meeting minutes and action items, and distributing action items to participants.
  • 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.
  • Assist in planning and organizing project-related meetings, including scheduling meetings, capturing action items, and documenting meeting minutes.
  • Provide support for the planning and development of senior-level presentations and briefings.
  • Provide office coordination support, including office logistics planning, emergency preparedness, and new employee orientation.
  • Provide support for classified briefings in classified workspaces.
  • 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.
  • 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.
  • Provide support for outreach event coordination, tracking, and execution.
  • Coordinate information task flows between internal and external stakeholders.
  • Support operational planning through coordination of integrated execution of cyber defense plans.
  • Coordinate efforts for ongoing CISA, DHS Intelligence and Analysis (I&A), and National Security Agency (NSA) discussions.
  • Conduct research, prepare reports, coordinate information requests, and perform clerical functions.
  • Provide internal guidance and coordination regarding administrative functions, management controls, metrics collection, and standard operating procedures.
  • 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.
  • Coordinate and prepare travel arrangements, authorization, and vouchers.
  • Write and edit memos, develop spreadsheet and file and copy documents.
  • Assist in preparing correspondence, briefing materials, draft talking points, and reports.
  • Coordinate and schedule internal and external meetings and organize and maintain calendars.
  • Coordinate media appearances/interviews and Congressional meetings/briefings.
  • 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.
  • Ensure compliance with the Plain Writing Act of 2010 for all applicable communications.
  • Review/analyze the accuracy of grammar, spelling, punctuation, and clarity of writing for internal and external communications.
  • Provide logistics support for on-site events, including 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.
  • Assist with all aspects of meeting and conference planning, coordination, and execution.
  • Support creation of division outreach materials, including trifolds and one-page pamphlets.
Requirements:
  • MA/MS degree.
  • 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.

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