Executive Assistant

Executive Assistant

Position Description
CGI Federal is seeking an Executive Assistant (EA) to provide executive support in a one-on-one working relationship for the Office of Violence Against Women, Department of Justice. The EA serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Deputy Director for Grants Development and Management. The EA also serves as a liaison to the program division management team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The EA must be creative and enjoy working within a small, federal component that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The EA will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. In addition, the EA will provide administrative support to the Legal Counsel Division (four (4) Attorney-Advisors). Your future duties and responsibilities
TASKS
Executive Support
• Completes a broad variety of administrative tasks for the Deputy Director including: managing an extremely active calendar of appointments; completing travel and miscellaneous expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the Deputy Director's calendar is followed and respected. Provides
"gatekeeper" and "gateway" role, creating win-win situations for direct access to the Deputy Director's time and office.
• Communicates directly, and on behalf of the Deputy Director, with employees, manager, leadership, stakeholders, and others, on matters related to Deputy Director's programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Deputy Director, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the Deputy Director's office and internal Divisions; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the Deputy Director to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Deputy Director updated.
• Provides leadership to build relationships crucial to the success of the division, and manages a variety of special projects for the Deputy Director, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including
drafting all outgoing correspondence to include letters, memorandums, acknowledgement letters, and other tasks that facilitate the Deputy Director's ability to effectively lead the Grants Development and Management Division.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on
projects to successful completion, often with deadline pressures.
• Serves as the Deputy Director's administrative liaison to various boards and working groups.
Senior Management Liaison
• Participates as an adjunct member of the Grants Development and Management Division's Senior Management Team including assisting in scheduling meetings, attending all meetings, and taking the minutes.
• Assists in coordinating the agenda of senior management team meetings and off-sites, and the program division all-staff meetings.
• Facilitates cross-divisional coordination of travel and outreach plans.
Communications, Partnerships, and Outreach
• Ensures that the Deputy Director's bio is kept updated and responds to requests for materials regarding the Deputy Director and the division in general.
• Edits and completes first drafts for written communications to external stake holders.
• Research legal and policy issues with short turn-around times, including coordinating with resource centers, DOJ library, OVW TA providers, and researchers.
• Gather information for fact sheets, blog posts, reports, responses to Congressional and Departmental requests, etc.
Strategic Initiatives
• Works with the Policy, Communication and Evaluation Division in coordinating the Deputy Director's outreach activities.
• Follows up on contacts made by the Deputy Director and supports the cultivation of ongoing relationships.
• Edits all, and creates acknowledgement letters from the Deputy Director to stakeholders.
Other Duties
• Provides administrative support (correspondence management, travel management, scheduling, general filing, etc.) to the Legal Counsel Division. Required qualifications to be successful in this role
QUALIFICATIONS
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, internal and external stakeholders
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions

EDUCATION AND EXPERIENCE REQUIREMENTS
• Bachelor's degree preferred
• Strong work tenure: five to 10 years of experience supporting Executives, preferably in the federal government, non-profit organization or law firm
• Experience and interest in internal and external communications, partnership development, and violence against women issues
• Must possess an active Secret or Top Secret clearance
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat
• Ability to successfully complete a CGI Background Investigation to include; 50 State Criminal, Education, Employment, Credit and Driving Records Checks At CGI, we're a team of builders. We call our employees members because all who join CGI are building their own company - one that has grown to 65,000 professionals located in 40 countries. Founded in 1976, CGI is a leading IT and business process services firm committed to helping clients succeed. We have the global resources, expertise, stability and dedicated professionals needed to achieve results for our clients - and for our members. Come grow with us. Learn more at www.cgi.com.

This is a great opportunity to join a winning team. CGI offers a competitive compensation package with opportunities for growth and professional development. Benefits for full-time, permanent members start on the first day of employment and include a paid time-off program and profit participation and stock purchase plans.

We wish to thank all applicants for their interest and effort in applying for this position, however, only candidates selected for interviews will be contacted.

No unsolicited agency referrals please.

All CGI offers of employment in the U.S. are contingent upon the ability to successfully complete a background investigation. Background investigation components can vary depending upon specific assignment, or upon any US government security clearance if required. Qualified applicants will receive consideration for employment without regard to their race, color, religion, sex, gender Identity, sexual orientation, national origin, age, disability, veteran status, pregnancy, or other status protected by law. CGI will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with CGI's legal duty to furnish information.

Skills

Reference

552173

Company Description

At CGI, we are a team of builders. We call our employees members because all who join CGI are building their own company - one that has grown to 68,000 professionals located in 40 countries. Founded in 1976, CGI is a leading IT and business process services firm committed to helping clients succeed. We have the global resources, expertise, stability and dedicated professionals needed to achieve results for our clients - and for our members. Come grow with us. Learn more at www.cgi.com.

This is a great opportunity to join a winning team. CGI offers a competitive compensation package with opportunities for growth and professional development. Benefits for full-time, permanent members start on the first day of employment and include a paid time-off program and profit participation and stock purchase plans.

We wish to thank all applicants for their interest and effort in applying for this position, however, only candidates selected for interviews will be contacted.

No unsolicited agency referrals please.

Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, protected veteran status or disability.

Work location: Washington, DC