Vci Hsv is hiring: Executive Assistant in Kansas City

Executive Administrative Assistant

Plans and provides analytical support for facilitation, training, methodology development and evaluation, business management techniques, and organizational development. Supports DHS business process improvements and modernization projects.

Responsibilities

• Compose, type, and enter information into the computer; input data from paper or electronic forms into databases and spreadsheets.
• Prepare correspondence, documentation, and mailing labels; copy data from one record to another and file records accordingly.
• Receive, sort, and distribute mail; separate documents and photocopy using a photocopier; prepare outgoing mail for delivery, including overnight‑express services.
• Set up meetings and conference calls, attend meetings, prepare and distribute agendas, take minutes/notes, and distribute minutes to appropriate personnel; coordinate and distribute interoffice communications.
• Make travel arrangements or work with travel agencies to coordinate transportation, accommodations, and off‑site meeting facilities; complete critical‑incident travel arrangements; support regional emergencies, taskings, or projects as directed.
• Collect and disseminate Government Owned Vehicle mileage and maintenance information monthly or as required.
• Assist FPS and other contract personnel with the maintenance, purchase, and dissemination of routine supplies.
• Act as liaison between FPS field personnel and DHS helpdesk services; initiate, follow up, resolve, and close out trouble tickets or helpdesk requests.
• Maintain, issue, and control facility keys through issuance, hand‑receipt, and inventory.
• Perform time‑keeping duties pertinent to payroll for the assigned area.
• Assist RD/DRD with preparing, reviewing, and editing executive correspondence to HQ FPS, Management Directorate, Office of General Counsel, and Employee Labor Relations office.
• Monitor HQ‑assigned tasking suspense items; collate suspense responses from District Commanders and Branch Chiefs; prepare suspense correspondence, reports, graphs, and charts; perform research.
• Assist Regional Federal FOIA representative in receiving, tracking, and properly distributing FOIA requests.
• Assist with HR actions related to employee assignments and hiring actions.
• Assist with preparation, review, and editing of space allocation request documents; monitor status of requests and approved projects through telephone or email coordination with FPS HQ, regional GSA staff, and Management Directorate staff.
• Assist in managing the RD/DRD daily calendars; develop PowerPoint presentations; manage the executive conference room calendar.
• Demonstrate accurate spelling, typing, and attention to detail; compile and organize reports; use conventional office equipment provided by the Government.
• Maintain training calendar and conference‑room events.

Education and Experience

• High‑school diploma with at least 8 years of administrative assistant experience.
• Bachelor’s degree preferred; 5 years of administrative assistance experience required.

Qualifications and Skills

• Ability to communicate effectively, both orally and in writing.
• Strong command of the English language, including grammar, spelling, and composition.
• Resourcefulness and the ability to function in a fast‑paced environment.
• Professionalism and effective interpersonal interaction.
• Ability to meet planned and unplanned deadlines in a timely manner.
• Professional appearance: neat, clean, and well‑groomed; Business Casual attire in accordance with DHS dress standards.
• Physical requirements: primarily sedentary work while seated; occasional bending, lifting, and placing of documents or small office supplies.

Skills

• Expertise in Microsoft Office.
• Google Chrome.
• ICE Helpdesk.
• Visio.
• LEIMS.
• Teams.
• WebTA.

Benefits

Medical, dental, vision, long‑term disability, life insurance, short‑term disability, paid time off, paid holidays, flexible spending account, health savings account, health advocates, employee assistance program, tuition assistance program, 401(k) plan, and a fun and enthusiastic work environment that promotes a healthy work/life balance.

Employment Type

This is a full‑time, on‑site position.