Executive Assistant

Overview

Are you looking for your next challenge? Are you ready to work with a performance-based small company? At Zantech, we are a dynamic Woman Owned Small Business focused on providing complex, mission-focused solutions with a proven track record of outstanding customer performance and high employee satisfaction. We would love to talk with you regarding the next step in your career. Come join our team!

Zantech is looking for a talented Executive Assistant to contribute to the success of our upcoming Program Management Support project for an Onsite role based out of Austin, Texas
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The Executive Administrative Assistant will play a crucial role in providing Program and Administrative assistance to numerous operational, office and clerical duties in support of Law Enforcement Operations throughout the Southwest Region in the states of Texas, New Mexico, Oklahoma, Arkansas, and Louisiana.

The Executive Assistant will plan and provide analytical support for facilitation, training, methodology development and evaluation, business management techniques, and organizational development. Supports DHS business process improvements and modernization projects.

• Provide executive and administrative support to regional director and leadership.
• Composing, typing, and entering information into the computer.
• Enter data from paper or electronic form into computer database and/or electronic spreadsheets.
• Prepare correspondence, documentation or mailing labels copying data from one record to another and file records accordingly.
• Receive, sorts, distribute mail, separate documents, number forms and photocopy documents using photocopier. Prepare outgoing mail for delivery to include overnight-express services and use of on-line express mail services.
• Set up meetings and conference calls.
• Attend meetings as requested. Prepare and distribute agenda, as needed, take minutes/notes on meetings’ activities, distribute minutes to appropriate personnel. Coordinate and distribute interoffice communications.
• Make travel arrangements or work with travel agencies to coordinate transportation and accommodations and/or off-site meeting facilities. Responsible for completing critical incident travel arrangements for personnel. Support regional emergencies, taskings or projects as directed.
• Collect and disseminate Government Owned Vehicle mileage and maintenance information on a monthly basis or as required.
• Assist FPS and other contract personnel in the maintenance, purchase and dissemination of routine supplies.
• Act as liaison between FPS field personnel and DHS helpdesk services in support of IT, telephone and other services. This will include the initiation, follow-up, resolution and close-out of trouble tickets or helpdesk requests.
• Maintain, issue, and control facility keys through issuance, hand receipt and inventory.
• Timekeeping duties for their areas as it pertains to assisting, inputting, reviewing, maintaining all areas in payroll.
• Assist RD/DRD with:
  Preparing, reviewing and editing executive correspondence from Regional HQ to HQ FPS, Management Directorate, Office of General Counsel, and Management Directorate Employee Labor Relations office.
• Monitor HQ assigned tasking suspense items. Receive and collate suspense responses from District Commanders and Branch Chiefs. Prepare suspense correspondence, reports, graphs and charts. Performs research.
• Assist Regional Federal Freedom of Information Act representative in receiving, tracking and proper distribution of FOIA requests.
• Assist with HR actions pertaining to employee assignments and hiring actions.
• Assist with preparation, review and editing of space allocation request documents. Monitor status of space allocation requests and approved projects through telephonic or email coordination with FPS HQ, regional GSA staff and Management Directorate staff.
• Assist in the management of the RD/DRD daily calendars. Assist in the development of PowerPoint presentations. Manage the executive conference room calendar.
• Demonstrate accurate spelling, typing and attention to detail. Must have ability to compile and organize reports and use conventional office equipment and associated…