Senior Administrative Specialist (Executive Assistant)

Strategic Alliance Business Group LLC (SABG)

Senior Administrative Specialist (Executive Assistant) Job Description

DESCRIPTION: Strategic Alliance Business Group LLC (SABG) is a fast growing, privately held, small business, government contracting company. SABG is both a woman-owned small business and a service-disabled veteran owned small business providing superior technical support services to Government and Commercial Customers. SABG maintains a high-performance culture that emphasizes superior quality, productivity, process improvement, recruitment and ongoing development of a superior workforce. If you are driven with a “can-do” attitude and eager to support a fast-growing company, this may be the opportunity you have been looking for.

JOB TITLE: Senior Administrative Specialist (Executive Assistant)

REQUISITION #: NCR-1222-24-CISOMB

CLEARANCE: Background Check Required

LOCATION: Washington, DC

REPORTS TO: Program Manager

FLSA STATUS: Regular Full-Time Exempt

SUMMARY: SABG is currently seeking a Senior Administrative Specialist (Executive Assistant) to support DHS CISOMB in Washington, DC.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

• Provide assistance with review of all Executive Secretariat (ESEC) email; forward emails to appropriate CIS OMBUDSMAN staff; follow up with staff for ESEC action items and send reminder emails to staff; organize and file ESEC emails
• Assist with updates and send daily Internet Quorum/Executive Secretariat (IQ/ESEC) task log
• Coordinate ExecSec responses with other components and attend monthly ExecSec meeting
• Draft correspondence for the Ombudsman
• Draft, update and distribute agendas for Deputy Ombudsman Meeting, Staff meetings, Ops Team Meeting and other meetings
• Assist CIS OMBUDSMAN management with Congressional responses or letters
• Support travel needs of CIS OMBUDSMAN staff, addressing schedules, drafting travel authorizations, making reservations, completing vouchers, updating Concur
• Print documents for CIS OMBUDSMAN staff as requested including but not limited to: briefing material and documents to sign
• Provide supporting information and print and scan documents as requested
• Schedule meetings with Ombudsman/Deputy Ombudsman/Acting Chief of Staff/other managers as necessary
• Schedule office meetings and reoccurring meetings with other offices and assist with scheduling and set up for office training or meetings
• Organize, gather and distribute materials for Deputy Ombudsman Meeting
• Schedule conference rooms and provide conference line information

SUPERVISION: No supervisory responsibilities.

EDUCATION AND/OR EXPERIENCE:

• Bachelor’s degree or a high school diploma and 4 years of administrative experience within the scope of the listed tasks, as well as documented immigration experience

COMPUTER SKILLS:

• Skilled in operating a personal computer and standard office equipment
• Proficiency with Microsoft Office (specifically Microsoft Word and Excel) is necessary. Working knowledge of Adobe Acrobat, SharePoint, Access and Visio a plus.
• Must be able to pass an initial background check conducted by the Department of Homeland Security – Only candidates with clean legal and financial records will be considered

CLEARANCE: Must be able to pass an initial background check conducted by the Department of Homeland Security – Only candidates with clean legal and financial records will be considered

COMPETENCIES: To perform the job successfully, an individual should demonstrate the following competencies:

• Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; and uses reason even when dealing with emotional topics
• Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; and able to read and interpret written information
• Diversity – Shows respect and sensitivity for cultural differences; and promotes a harassment-free environment
• Ethics - Treats people with respect; keeps commitments; Inspires the trust of others; works with integrity and ethically; and upholds organizational values
• Planning/Organizing - Prioritize and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks, if needed; and develops realistic action plans
• Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments

LANGUAGE SKILLS: Ability to read, analyzes, and interprets governmental regulations. Ability to write reports, business correspondence, and/or procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS: Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to question activities and issues in all functional areas and make sound business decisions based on that data.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk, and hear. The employee is regularly required to write and type on a computer. The employee is frequently required to walk; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; climb, or balance and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Job duties are performed in a manufacturing/office environment utilizing standard office equipment such as a computer, photocopier, and telephone. The noise level in the work environment is usually low to moderate.

FOR OUR SERVICE MEMBERS AND VETERANS: SABG values the service Veterans and their family members have given to our country and we support the hiring of returning Service Members and military spouses. If you are a Veteran or wounded warrior and would like assistance with the employment process at SABG, please contact Beth Rodriguez at (703) 286-5020.

FOR PERSONS WITH DISABILITIES: If you are a person with a disability or a disabled Veteran and are applying for a job with SABG, we would like to ensure your application process goes as smoothly as possible. If because of a medical condition or disability, you need a reasonable accommodation for any part of the employment process please call Beth Rodriguez at (703) 286-5020 and let us know the nature of your request and your contact information.

TO APPLY FOR THIS POSITION: Once you complete all steps we are notified of your completed application, and we will review. For individuals who meet the requirements of the position, we will contact you and arrange next steps in the interview process.

SABG is an Equal Opportunity/Affirmative Action Employer
Minorities/Women/Veterans/Disabled