Executive Administrative Assistant

Executive Administrative Assistant

Cetechs is seeking a Executive Administrative Assistant to provide high‑level executive, analytical, and administrative support to the Regional Director (RD) of FPS Region 4.

Key Responsibilities

Executive and Administrative Support

• Provide comprehensive executive support to the Regional Director, including managing the RD's calendar, scheduling meetings, and tracking deadlines.
• Draft, review, edit, and format executive correspondence, reports, spreadsheets, charts, and presentations for internal and external stakeholders.
• Initiate and coordinate special reports; compile statistical and budget information to support decision-making.
• Maintain an organized filing system (electronic and hard copy) for executive documents and records.

• Assist with personnel-related actions, including documentation for reassignments and hiring actions.

• Manage the executive conference room schedule and associated phone line.

• Arrange and support meetings and conference calls, including preparing agendas, attending sessions as requested, taking minutes, and distributing notes and follow-up actions.
• Receive, sort, and distribute incoming mail and packages; prepare outgoing mail, including overnight, express, and courier items.
• Assist with the maintenance, purchase, and distribution of routine office supplies.

Travel, Timekeeping, and Regional Support

• Make and coordinate travel arrangements for the RD and other designated leadership; support preparation and review of related travel documentation.
• Serve as timekeeper for the assigned area and as back-up/alternate timekeeper for Region 4, including validating federal FPS employee timecards with proper supervisory approval.
• Support regional emergencies, special taskings, and priority projects as directed by leadership.

• Collect and forward Government‑Owned Vehicle monthly reports, as required.

• Provide analytical support for facilitation, training, methodology development, business management techniques, and organizational development efforts.

• Support DHS and FPS business process improvements and modernization projects through data gathering, tracking, and documentation.
• Monitor HQ‑assigned ESTT suspense items; track deadlines, collate responses from Deputy Regional Directors, District Commanders, and Branch Chiefs, and prepare summary documents.
• Assist the Regional Freedom of Information Act (FOIA) representative in coordinating and responding to FOIA requests.
• Assist the Regional Training Program Manager with training requests, funding coordination, presentation development (e.g., PowerPoint), and maintenance of the Region 4 training calendar.

IT, Helpdesk, and Cross‑Functional Liaison

• In the absence of Branch/District Administrative Assistants, serve as liaison with DHS helpdesk for IT, telephone, and related services, including opening, tracking, and closing helpdesk tickets.
• Coordinate and communicate with personnel at all levels—regional and national—to gather, record, and convey information in support of FPS operations.

Education and Required Skills

• Minimum Education: Bachelor's degree (BS/BA).
• Experience: At least five (5) years of experience supporting executives at or equivalent to the GS‑14/GS‑15 level.

• Practical knowledge of the organization and an understanding of operational relationships between offices and organizational levels is desired.

• Proficiency with personal computers and common business applications, including:

• Microsoft Office (Word, Excel, PowerPoint, SharePoint, Visio, Access).
• Databases used to track organizational information.
• Accurate typing skills with a minimum speed of 40 words per minute.
• Ability to establish and maintain comprehensive electronic and paper filing systems.
• Strong skills in:
• Written communication: drafting, editing, and organizing documents and reports.
• Oral communication and interpersonal skills: interacting professionally with senior executives, staff, and external partners.
• Organization and multitasking: coordinating multiple administrative projects simultaneously, meeting deadlines, and prioritizing effectively.
• Problem solving and independent research: gathering information, resolving routine issues, and supporting executive decision-making.

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