Dynamis
Executive Administrator
Dynamis, Arlington, Virginia, United States, 22201
Dynamis is seeking an Executive Administrator to provide a full range of administrative support services for the Cybersecurity and Infrastructure Security Agency's (CISA) Cybersecurity Division (CSD) and support development and implementation of standardized management processes and procedures and the integration of activities across CSD. The Executive Administrator will support administration and communication functions, strategic planning and analysis, program and project management, and data integration activities for CSD.
Responsibilities:
Provide executive administrative support to include developing proposed responses for tasks, coordinating draft responses with subject matter experts (SME) within each subdivision, compiling program responses, and submitting the program responses via the Executive Secretary processProvide technical writing and management support to 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 environmentPrepare documents in support of the front office and branchesSchedule meetings with each program office, capturing meeting minutes and action items, distributing action items to participants, and documenting resolution of action itemsAssist in the development of standardized office policies, processes, and proceduresAssist in the development and implementation of processes that track all correspondence, deliverables, action items, and issues and ensure the timely and accurate execution of all task requests from within and outside the respective subdivisionsAssist in planning and organizing project-related meetings, including scheduling meetings, capturing action items, documenting meeting minutes, and distributing minutes to attendees and/or Integrated Project Team (IPT) membersProvide support for the planning and development of senior-level presentations and briefingsProvide office coordination support, which includes office logistics planning, including space/facilities planning for offices and geographically dispersed stakeholder operation centers, emergency preparedness, and new employee orientationProvide support for classified briefings in classified workspaces, which include tracking minutes and meeting participants, milestone schedule achievements and deliverables, and briefings for new initiatives and projectsProvide resources and support for the management and completion of internal and external taskings and reportingSupport Integrated Operations coordination efforts, including deliberate planning analysis, course of action (COA) development, and essential task management across multiple branchesProvide special event SME support during agency-wide mission executionProvide SME support for joint planning and future initiative requirement gathering and analysisProvide day-to-day operational data support for various projects, functions, and stakeholders through intake triage, assignment and tracking processesProvide support for outreach event coordination, tracking, and execution including sector events and regional listening sessions, for official recordsCoordinate information task flows between internal and external stakeholdersSupport operational planning through coordination of integrated execution of cyber defense plans to strengthen cyber resiliencyCoordinate efforts for ongoing CISA, DHS Intelligence and Analysis (I&A), and National Security Agency (NSA) discussions for high side data sharingConduct research, prepare reports, coordinate information requests, and perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetingsProvide internal guidance and coordination regarding administrative functions, management controls, metrics collection, standard operating procedures (SOPs), and general administrative complianceProvide subject matter expertise in office administration, records management, knowledge management, task allotment and tracking, and quality control and assuranceFacilitate the coordination, response, and monitoring of all document requests and correspondence for internal and external requests in accordance with applicable policies and proceduresCoordinate and prepare travel arrangements, authorization, and vouchers utilizing the CISA travel systemWrite and edit memos, develop spreadsheet and file and copy documentsAssist in preparing correspondence, briefing materials, draft talking points, and reports for review/approval by Government staffCoordinate and schedule internal and external meetings and organize and maintain calendars (to include priority management of requests) for CSD staffCoordinate media appearances/interviews and Congressional meetings/briefings in accordance with DHS and CISA policies and proceduresReview and confirm meeting invitations, including title, purpose, agenda, documents, and list of attendeesTake meeting minutes/notes, providing executive summaries and action items for Government approval and distributing once approvedEnsure compliance with administrative policies and task requirements, executive secretariat guidelines, formats, and procedures and draft responses to written requestsEnsure 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 audiencesReview/analyze the accuracy of grammar, spelling, punctuation, and clarity of writing for internal and external communicationsProvide logistics support for on-site events such as coordinating teleconferences, video teleconferences, meeting registration, and room reservationsAssist in planning and facilitating working sessions and organize briefing materials and bindersAssist with record management by reviewing, filing, scheduling, and archiving documents, ensuring the management of records is in accordance with the DHS Records Management PolicyAssist 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 itemsSupport creation of division outreach materials including trifolds and one-page pamphletsRequirements:
MA/MSMinimum of 10 years of relevant professional experienceTop Secret clearance and SCI eligibilityAbility to obtain and maintain CISA suitability clearanceProficiency with MS Office suite and SharePointOrganizational, time management, and communication skills
Responsibilities:
Provide executive administrative support to include developing proposed responses for tasks, coordinating draft responses with subject matter experts (SME) within each subdivision, compiling program responses, and submitting the program responses via the Executive Secretary processProvide technical writing and management support to 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 environmentPrepare documents in support of the front office and branchesSchedule meetings with each program office, capturing meeting minutes and action items, distributing action items to participants, and documenting resolution of action itemsAssist in the development of standardized office policies, processes, and proceduresAssist in the development and implementation of processes that track all correspondence, deliverables, action items, and issues and ensure the timely and accurate execution of all task requests from within and outside the respective subdivisionsAssist in planning and organizing project-related meetings, including scheduling meetings, capturing action items, documenting meeting minutes, and distributing minutes to attendees and/or Integrated Project Team (IPT) membersProvide support for the planning and development of senior-level presentations and briefingsProvide office coordination support, which includes office logistics planning, including space/facilities planning for offices and geographically dispersed stakeholder operation centers, emergency preparedness, and new employee orientationProvide support for classified briefings in classified workspaces, which include tracking minutes and meeting participants, milestone schedule achievements and deliverables, and briefings for new initiatives and projectsProvide resources and support for the management and completion of internal and external taskings and reportingSupport Integrated Operations coordination efforts, including deliberate planning analysis, course of action (COA) development, and essential task management across multiple branchesProvide special event SME support during agency-wide mission executionProvide SME support for joint planning and future initiative requirement gathering and analysisProvide day-to-day operational data support for various projects, functions, and stakeholders through intake triage, assignment and tracking processesProvide support for outreach event coordination, tracking, and execution including sector events and regional listening sessions, for official recordsCoordinate information task flows between internal and external stakeholdersSupport operational planning through coordination of integrated execution of cyber defense plans to strengthen cyber resiliencyCoordinate efforts for ongoing CISA, DHS Intelligence and Analysis (I&A), and National Security Agency (NSA) discussions for high side data sharingConduct research, prepare reports, coordinate information requests, and perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetingsProvide internal guidance and coordination regarding administrative functions, management controls, metrics collection, standard operating procedures (SOPs), and general administrative complianceProvide subject matter expertise in office administration, records management, knowledge management, task allotment and tracking, and quality control and assuranceFacilitate the coordination, response, and monitoring of all document requests and correspondence for internal and external requests in accordance with applicable policies and proceduresCoordinate and prepare travel arrangements, authorization, and vouchers utilizing the CISA travel systemWrite and edit memos, develop spreadsheet and file and copy documentsAssist in preparing correspondence, briefing materials, draft talking points, and reports for review/approval by Government staffCoordinate and schedule internal and external meetings and organize and maintain calendars (to include priority management of requests) for CSD staffCoordinate media appearances/interviews and Congressional meetings/briefings in accordance with DHS and CISA policies and proceduresReview and confirm meeting invitations, including title, purpose, agenda, documents, and list of attendeesTake meeting minutes/notes, providing executive summaries and action items for Government approval and distributing once approvedEnsure compliance with administrative policies and task requirements, executive secretariat guidelines, formats, and procedures and draft responses to written requestsEnsure 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 audiencesReview/analyze the accuracy of grammar, spelling, punctuation, and clarity of writing for internal and external communicationsProvide logistics support for on-site events such as coordinating teleconferences, video teleconferences, meeting registration, and room reservationsAssist in planning and facilitating working sessions and organize briefing materials and bindersAssist with record management by reviewing, filing, scheduling, and archiving documents, ensuring the management of records is in accordance with the DHS Records Management PolicyAssist 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 itemsSupport creation of division outreach materials including trifolds and one-page pamphletsRequirements:
MA/MSMinimum of 10 years of relevant professional experienceTop Secret clearance and SCI eligibilityAbility to obtain and maintain CISA suitability clearanceProficiency with MS Office suite and SharePointOrganizational, time management, and communication skills