Executive Administrator

4 days ago

Arlington, Virginia, United States Dynamis, Inc. Full time
Job Description

Dynamis, Inc. is seeking a highly skilled Executive Administrator to provide top-notch administrative support services for our Cybersecurity and Infrastructure Security Agency's (CISA) Cybersecurity Division (CSD). The successful candidate will play a critical role in supporting the development and implementation of standardized management processes and procedures, as well as the integration of activities across CSD.

Key Responsibilities:

  • Provide executive-level administrative support, including developing proposed responses for tasks, coordinating draft responses with subject matter experts, compiling program responses, and submitting them via the Executive Secretary process.
  • Offer technical writing and management support to the 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, ensuring timely and accurate execution of all task requests.
  • 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 to ensure seamless operations.
  • Support the planning and development of senior-level presentations and briefings, providing critical research and analysis to inform decision-making.
  • Provide office coordination support, including office logistics planning, emergency preparedness, and new employee orientation.
  • Support classified briefings in classified workspaces, tracking minutes and meeting participants, milestone schedule achievements, and deliverables.
  • 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.
  • 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:

  • Master's degree or higher in a relevant field.
  • 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.
  • Excellent organizational, time management, and communication skills.

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