Logistic Coordinator Jobs in Springfield, IL (NOW HIRING)

Job Overview ICS is seeking an Executive Assistant/Administrative Assistant II to join our team. The individual will provide administrative and program support services to the Department of Homeland Security Federal agency divisions and offices.

The individual will perform administrative tasks including but not limited to: providing Executive/Assistant I support to high level executives, directors or managers; managing a full range of office and administrative support services duties including calendar management, scheduling meetings, coordinating interviews and conferences, evaluating requests for information, appointments, tasks, and other correspondence, and coordinating responses within established deadlines; organizing and prioritizing action items and serving as a liaison for internal and external offices; managing business relationships with other program offices, divisions, and stakeholders; managing logistics, materials, and generating minutes for meetings; drafting and editing correspondence; preparing memoranda, talking points, briefing materials, reports, spreadsheets, and other documentation ensuring correct formatting, grammar, and punctuation; maintaining filing systems and ensuring adherence to Agency guidance for retention, protection, retrieval, transfer, and disposal of records; evaluating and assisting in the development of office policies and procedures; assisting in the planning and implementing of office systems, layouts, and equipment distribution; taking the lead on performing other duties as assigned in support of a range of administrative operations and specialized functions; coordinating travel logistics including securing transportation and overnight accommodations in both domestic and international locations, coordinating and communicating travel agendas, assembling printed material, and resolving last minute travel changes or cancellations.

Responsibilities

Providing Executive/Assistant I support to high level executives, directors or managers. Managing high level calendar appointments; scheduling meetings; coordinating interviews and conferences; evaluating requests for information, appointments, tasks, and other correspondence; and coordinating responses within established deadlines for high level officials. Organizing and prioritizing action items and serving as a liaison for internal and external offices. Managing business relationships with other program offices, divisions, and stakeholders.

Managing logistics, materials, and generating minutes for meetings. Drafting and editing correspondence. Preparing memoranda, talking points, briefing materials, reports, spreadsheets, and other documentation ensuring correct formatting, grammar, and punctuation. Maintaining filing systems and ensuring adherence to Agency guidance for retention, protection, retrieval, transfer, and disposal of records.

Evaluating and assisting in the development of office policies and procedures; assisting in the planning and implementing of office systems, layouts, and equipment distribution; and taking the lead on performing other duties as assigned in support of a range of administrative operations and activities (special projects, research studies, budget analysis, and other specialized functions). Coordinating travel logistics including securing transportation and overnight accommodations in both domestic and international locations, coordinating and communicating travel agendas, assembling printed material, and resolving last minute travel changes or cancellations.

Requirements

A minimum of a Bachelor's degree. A minimum of three to eight years of experience performing high-level administrative duties is required; Federal government experience is desired. Knowledge of and experience with systems and/or procedures is desired (systems include records management, SharePoint or similar information systems, human resource information systems, correspondence systems, travel systems and payroll systems). Ability to communicate in English both orally and in writing.

Proficiency in various types of Information Technology resources such as Microsoft Office Suite products. Job Type Full-time, Contract EEO Statement InfiniSource Consulting Solutions is committed to hiring and retaining a diverse workforce.

We are proud to be an Equal Opportunity/affirmative action employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class. U.S. citizenship is required for most positions.

Benefits

InfiniSource Consulting Solutions offers a competitive salary and a generous benefits package. This package includes medical, dental, vision, life, short and long-term disability insurances, and a 401(k) retirement plan.