Executive Assistant Job at Fathom Management LLC in Washington

Executive Assistant

Location: On-site at St. Elizabeth's DHS facility, CWMD Office, Washington, D.C. 20528.

Supporting our customers with advanced intelligence analysis and expert administrative support to aid analysts, the warfighters and decision makers. You will be supporting the DHS CWMD Office in Washington, DC as an Executive Assistant. This position is partial telework with 1-2 days on-site at a minimum (or as otherwise directed by the government).

As an executive assistant you will work with a team of other administrative staff across all directorates within the DHS CWMD Office and support Agency leaders with their important roles and complicated schedules. You will need to have expert understanding of Microsoft products and calendar management, SharePoint and MS Teams. You will need to have expert communication skills both written and oral as you will be interfacing across the organization and with other Senior leaders in the Government. Attention to detail is important as well as collaborative skills to work as a team to get the job done. As the EA you will be supporting high profile individuals and be expected to help them and make their jobs easier. A positive attitude and immediate responsiveness (during work hours) is important.

This position requires an active SECRET clearance.

Job duties include but are not limited to:

• Answer telephones, record messages, forward calls, and respond appropriately to inquiries. Assist staff with follow-up phone calls on outstanding actions.
• Schedule, coordinate, and provide support for meetings, events, interviews, appointments, and other similar activities.
• Draft, edit, and facilitate timely responses to a variety of routine written inquiries as well as Executive or other priority correspondence that requires immediate response. Track incoming and outgoing Executive Secretary correspondence, alerting responsible parties of tasking and ensuring coordination of responses by relevant directorates within established deadlines, review and edit work products,
• Prepare files for circulations, monitor progress, and maintain files (hard copy and electronic). Ensure correspondence and accompanying documents are in compliance with DHS Executive Secretariat policy and procedures.
• Draft, edit, and facilitate the development of talking points, public presentations, reports, educational materials, brochures, fact sheets, and/or other materials for internal, Government, and public consumption.
• Resolve a range of administrative problems and inquiries; recommend efficiencies and best practices where practicable.
• Work on special projects for Senior Executive Service Manager.
• Facilitate the passage of security clearances, foreign visitor requests, and other unique processing requirements as needed for staff travel, Government officials, and/or media representatives to the office, CWMD Office activity sites, or other location.
• Prepare or assist with the preparation of scheduled and/or ad hoc statistical and narrative reports and PowerPoint presentations.

Requirements:

• Associate's degree and at least 10 years of job-related experience or equivalent.
• Excellent written communication skills; working knowledge of word processing and integrated software applications; strong organizational skills and ability to perform detail-oriented work are required.
• Experience working with senior level management.
• Position will require the ability to pass and maintain a Security Clearance.

Working Conditions:

• This position may require unconventional work hours due to crisis management.
• This position will be based in a busy and dynamic office environment and may be subject to frequent changes in priorities.
• Normal work hours are Monday-Friday 8:00am to 5:00pm (or as otherwise directed by the government), however extended hours may be required.
• Must be able to work independently, using good judgement and discretion on assigned tasks, and accept direction on given assignments.

Benefits Overview: Full-time employees are offered comprehensive and competitive benefits package including paid vacation, sick leave, holidays, health insurance, life insurance, military leave, training, tuition reimbursement, a wellness program, short- and long-term disability, 401(k) retirement plan with company matches/immediate vesting, commuter benefits, and more.

EEO Policy: It is our policy to promote equal employment opportunities. All personnel decisions, including, but not limited to, recruiting, hiring, training, promotion, compensation, benefits, and termination, are made without regard to race, creed, color, religion, national origin, sex, age, marital status, sexual orientation, gender identity, citizenship status, veteran status, disability, or any other characteristic protected by applicable federal, state or local law.