INFINISOURCE CONSULTING SOLUTIONS
(Department of Labor)
InfiniSource Consulting Solutions (ICS), a 150+ employee government contractor specializing in Management Consulting, Information Technology, and Professional Services to the federal government. We tailor our services to meet the specific needs of our civilian, defense, and private-industry sponsor. Our corporate support processes are ISO 9001 certified, giving our customers the confidence that we are continually measuring and improving upon the support we provide and are committed to the highest level of customer satisfaction.
Position Title: Senior Executive Assistant
(we cannot substitute requirements, so if you do not have these requirements please do not apply, your application will not be considered)
Must be a U.S. Citizen and able to pass a background check
Minimum 8-10 years experience performing administrative tasks and supporting senior-level staff
Position Type: Full-Time
Location: Department of Labor
200 Constitution Avenue, N.W.
Washington, DC, 20210
Salary: Commensurate with experience
Serve as controlled correspondence liaison between OFCCP and the Executive Secretariat (EXECSEC), and use knowledge of the OFCCP mission and objectives to draft, organize and clear executive correspondence, responses to congressional inquiries, and agency administrative assignments for final signature of agency officials ensuring clarity, completeness of reply, grammatical and procedural accuracy, and adherence to applicable policies of the OFCCP national office.
Assess workflows and resources to obtain needed clearances and ensure timeliness in meeting internal and external deadlines. Monitor the entire correspondence portfolio to ensure compliance with Department policies.
Using experience and expertise, facilitate the incorporation of electronic means to streamline existing processes. This may include the improvement of existing SharePoint site and automation of existing procedures and processes. The incumbent will also create, clear and execute training for agency leadership, and others as needed, on new systems for information sharing and storage.
At the direction of agency leadership, will attend meetings and trainings and provide verbal and written briefings, as needed.
Provide expert technical assistance to agency with training and outreach activities through electronic mechanisms such as, but not limited to, WebEx software.
Advise agency management, informally and formally, through written and oral communications, on matters of policy and procedures to improve the effectiveness and efficiency of the OFCCP front office operations. Identify areas for improvement and recommend solutions to enhance agency operations.
Conduct research, analysis, evaluations of administrative, program/management processes, and information to ensure compliance with rules and regulations, and to determine the efficiency of activities and the effectiveness in meeting goals and objectives.
Assist management with confidential issues and matters.
Research and draft reports, reference materials and assignments for the Director, Deputy Directors, and the executive staff to use in meetings, conferences and other events. Use analytical research and evaluation methods, as well as various types of office automation equipment and software to develop spreadsheets, correspondence, presentations and various other types of documents to support agency mission and activities.
Assist and finalize a variety of special projects independently, using knowledge of the Departments and the agencys administrative office operations and activities, as well as its programs, policies and procedures. Uses analytical and evaluative methods to prepare recommendations for agency leadership on a range of areas, both programmatic and administrative, as directed.
Receive visitors and telephone calls directed to the Director, Deputy Directors and the Office of the Directors staff. Based on knowledge of agency mission, independently ascertain the nature of the calls or business of visitors and determine appropriate action. Respond to or refer important business and key officials in person and by telephone as appropriate and take messages on behalf of the staff when that is not practical. Respond personally to routine inquiries and refers them to the appropriate staff member or other OFCCP divisions/regions.
Research and stay abreast of federal travel regulations and utilize approved management processes to make travel arrangements for the Director, Deputy Directors, and front office staff. Research options and complete travel reservations for agency leadership and submit vouchers and reports as appropriate.
Coordinate with internal and external stakeholders to schedule visits to best meet the mission of the agency. Develop briefing materials for agency leadership to facilitate a successful visit, including briefing memoranda, talking points, articles, and reference materials. Coordinate with internal points of contact and external stakeholders to ensure agency leadership is fully briefed before traveling or attending an event.
Arrange appointments and meetings for staff members and notify participants of the time, place, and nature of the meeting; and prepare background materials. As directed, schedule conferences and meetings; prepare agendas, notify participants; and ensure topic material, handouts and other items are available. Follow up to ensure commitments made at the meetings are kept and keep staff informed of discrepancies.
Assist the Freedom of Information Act (FOIA) staff in reviewing responsive records to ensure personal identifiable information (PII) is not release and managing large FOIA requests that require multiple correspondence.
Work closely with OFCCP records officer(s) to inventory and prepare for transfer to NARA the permanent records of exiting CAPSTONE officials.
Active Clearance a plus!
Must be proactive!
The position interacts with staff across the organization and works very closely on a day-to-day basis with the senior leadership of the agency.
Initiative and the capacity to think analytically and independently are required for prioritizing assignments and resolving challenges or conflicts appropriately.
Demonstrated experience in managing senior level leadership calendars and synchronizing several meeting and appointments.
Experience in coordinating all logistics for senior level and other key personnel travel.Demonstrated capacity to exercise sound judgment, diplomacy, tact and discretion, and proven ability to handle information in a confidential and appropriate manner.
This includes arranging senior level travel plans, managing detailed itineraries, and adjusting to last-minute schedule changes.
Utilize available software tools to perform the full scope of travels.
Developed professional organizational skills including the ability to coordinate workflow, determine priorities, meet deadlines and effectively balance competing demands.
Perform logistics planning for meetings, conferences, training sessions for agency leadership and senior managers.
Provide support for major organizational analysis related to travel for agency leadership and senior managers.
Conduct research on special assignments.
Perform evaluation and measurement, including analyzing performance and quantitative data to determine trends and make recommendations to agency leadership and senior managers.
Excellent written, oral and interpersonal communication skills with the proven ability to prepare quality documentation and the capacity and confidence to deal with a wide range of customers, including staff and senior leaders in the organization.
Versatility, flexibility, enthusiasm, self-motivation and initiative, both independently and as a member of a team.
Problem Solving, Judgement and Organizational Knowledge.
Strong skills in written communication, and interpersonal communication skills.
Will be expected to work under pressure to meet deadlines.
Will be required to develop a good understanding of the organization, its policies and procedures and an understanding of the culture and politics, which enables the assistant to deal with and/or refer issues.
Proficient in computer and typing skills with experience using Microsoft Office applications including Word, Excel, PowerPoint, Outlook, and familiarity with database programs.
Knowledge using Internet/Intranet, SharePoint, scheduling, package preparation, time and attendance, travel, basic phone/e-mail skills and in-person etiquette.
InfiniSource Consulting Solutions is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class. US Citizenship is required for most positions.
InfiniSource Consulting Solutions offers a competitive salary and a generous benefits package. This package includes medical, dental, vision, life, short and long-term disability insurances, and a 401(k) retirement plan.