ICF's Disaster Management Division implements state & local disaster response, recovery, and mitigation programs to help communities before and after catastrophic events. With staff deployed across the Continental and Caribbean US, the team is a fast-paced, collaborative, and high-performance organization.
ICF's Disaster Management Division is seeking an experienced senior administrative assistant to support the Division leader. The Division leader is headquartered at the ICF Corporate office in Fairfax, VA, but travels frequently. The selected candidate (based in either location) will perform administrative and organizational tasks with minimal direction, handle complex tasks, utilize highly developed coordination skills to work on multiple projects concurrently, and provide support in highly confidential matters. Experience working with internal and external senior level executives, collaborating with teams, and interacting with vendors, visitors, and clients is required. The ideal candidate will work independently, set priorities and meet deadlines and expectations.
Please submit a cover letter and resume with your application to be considered for the role.
The position is full-time and based at ICF's headquarters office in Fairfax, Virginia or remote.
What you'll do:
Serve as gatekeeper and point-of-contact for the Division Leader, modeling utmost confidentiality and professionalism.
Maintain and manage calendar, appointments, and calls for the Group Leader. Resolve calendar conflicts and manager other operational requests.
Maintain and continually develop a solid understanding of organizational operations, policies, procedures and regulations to better anticipate needs and requests.
Build strong internal and external relationships and become a go-to resource for corporate and agency information within the team.
As requested, attend team meetings, collect notes and action items and send follow up to team members.
Work flexibly with Division staff to manage and expedite Division operations, partnering collaboratively with internal services.
Consulting with corporate travel agents, coordinate travel arrangements including transportation and accommodations, based upon corporate guidelines. Prepare tentative travel plans and suitable alternatives for approval by traveler. Serve as general resource for traveler; research problems and resolve issues as necessary.
Track travel for expense purposes. Generate expense reports monthly.
Lead Division event planning and coordination as needed.
What you'll bring:
5+ years of experience in comparable position, supporting senior leadership or executive level role is required.
High school degree is required, some college coursework is preferred.
Experience handling details of a highly confidential and critical nature
Demonstrated aptitude for effectively employing technology to support gains in productivity, efficiency, coordination, and staff engagement across the Group (e.g., setting up audio/visual equipment and comfortable with technologies that facilitate virtual meetings and communication)
Advanced level proficiency in MS Office (Word, PowerPoint, Outlook and Excel)
Strong organizational skills with attention to detail and ability to prioritize to work within deadlines, diplomatic, strategic at multi-tasking, forward-thinker, problem solver, project manager, and ability to work independently.
Experience with MS SharePoint 2013, MS Teams and Workday preferred
Experience working with geographically disbursed teams, which includes many off site staff and staff on travel
Working at ICF
Working at ICF means applying a passion for meaningful work with intellectual rigor to help solve the leading issues of our day. Smart, compassionate, innovative, committed, ICF employees tackle unprecedented challenges to benefit people, businesses, and governments around the globe. We believe in collaboration, mutual respect, open communication, and opportunity for growth. If you're seeking to make a difference in the world, visit www.icf.com/careers to find your next career. ICF-together for tomorrow.
ICF is an equal opportunity employer that values diversity at all levels. (EOE - Minorities/Females/ Protected Veterans Status/Disability Status/Sexual Orientation/Gender Identity). For more information, please read our EEO & AA policy.
Reasonable Accommodations are available for disabled veterans and applicants with disabilities in all phases of the application and employment process. To request an accommodation please email firstname.lastname@example.org and we will be happy to assist. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations. Read more about non-discrimination: EEO is the law and Pay Transparency Statement.
Fairfax, VA (VA01)
ICF International, Inc