Executive Administrative Assistant
Atlanta, GA
Full Time
Administration
Experienced
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
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.
- 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.
- 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.
- 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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