Executive Assistant

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 Chicago, Illinois.

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 Great Lakes Region in the states of Illinois, Michigan, Ohio, Indiana, Minnesota, and Wisconsin.

 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.

Responsibilities include, but will not be limited to:

• Provide executive and administrative support to regional director and leadership.
• Composing, typing, and entering information into the computer.
• Enters data from paper or electronic form into computer database and/or electronic spreadsheets.
• Prepares correspondence, documentation or mailing labels copying data from one record to another and files records accordingly.
• Receives, sorts, distributes mail, separates documents, number forms and photocopies documents using photocopier. Prepare outgoing mail for delivery to include overnight-express services and use of on- line express mail services.
• Sets up meetings and conference calls.
• Attends meetings as requested. Prepares and distributes agenda, as needed, takes minutes/notes on meetings’ activities, distributes minutes to appropriate personnel. Coordinates and distributes 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. Supports regional emergencies, taskings or projects as directed.
• Collects and disseminates 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. Receives and collates 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 supplies provided by the Government (desk, filing cabinets, telephone, facsimile, PC computer system, intercom system, photocopier, paper, pens, pencils, staples etc.).

Required Experience or Knowledge of the following technologies/functions:

• Bachelor’s degree + 5 years admin experience OR HS diploma + 8 years’ experience.
• Proficient with Microsoft Office Suite, experience with Teams, Visio, WebTA, IT Helpdesk Expertise, Google Chrome, ICE Helpdesk, WebTA or LEIMS.
• Strong written and verbal communication skills with attention to detail and proofreading abilities.
• English Language – Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Ability to meet planned and unplanned deadlines in a timely manner.
• Individuals shall meet a minimum of Business Casual in accordance with dress standards.
• Physical requirements are primarily sedentary, working while seated, however, individual(s) may periodically be required to bend, lift, and deposit documents, files, and small quantities of office supplies (paper, etc.) in the routine course of daily duties.

Preferred Experience or Knowledge of the following technologies/functions:

• Resourcefulness and ability to function in a fast-paced environment.
• Professionalism and the ability to interact effectively with others.

Required Education/Certifications:

• High School Diploma (or equivalent) REQUIRED
• Associates in related field preferred.

Required Security Clearance:

• US Citizenship and the ability to obtain and maintain an active Public Trust or higher clearance, per contract requirements.

“Outstanding Performance…Always!”

Our corporate motto represents our commitment to build long-term relationships with both our clients and our employees by providing the highest quality service in everything we do. We strive for excellence for our clients and for each other. We embrace the opportunity to hire individuals with new talents and fresh perspectives. Zantech offers competitive compensation, strong benefits, and a vacation package, as well as a fast-paced and exciting work environment. Come join our team!