Job Description

Executive Administrative Assistant

Euola is seeking a Executive Administrative Assistant to provide high?level executive, analytical, and administrative support to the Regional Director (RD) of FPS Region 4. The role supports executive decision-making, regional operations, and DHS/FPS business process improvements and modernization initiatives by managing the RD's office workflow, communications, and key administrative functions.

Key Responsibilities

Executive and Administrative Support

Provide comprehensive executive support to the Regional Director, including managing the RD's calendar, scheduling meetings, and tracking deadlines. Draft, review, edit, and format executive correspondence, reports, spreadsheets, charts, and presentations for internal and external stakeholders. Initiate and coordinate special reports; compile statistical and budget information to support decision-making. Maintain an organized filing system (electronic and hard copy) for executive documents and records. Assist with personnel-related actions, including documentation for reassignments and hiring actions.

Office and Meeting Management

Manage the executive conference room schedule and associated phone line. Arrange and support meetings and conference calls, including preparing agendas, attending sessions as requested, taking minutes, and distributing notes and follow-up actions. Receive, sort, and distribute incoming mail and packages; prepare outgoing mail, including overnight, express, and courier items. Assist with the maintenance, purchase, and distribution of routine office supplies.

Travel, Timekeeping, and Regional Support

Make and coordinate travel arrangements for the RD and other designated leadership; support preparation and review of related travel documentation. Serve as timekeeper for the assigned area and as back-up/alternate timekeeper for Region 4, including validating federal FPS employee timecards with proper supervisory approval. Support regional emergencies, special taskings, and priority projects as directed by leadership. Collect and forward Government?Owned Vehicle monthly reports, as required.

Information Management and Special Projects

Provide analytical support for facilitation, training, methodology development, business management techniques, and organizational development efforts. Support DHS and FPS business process improvements and modernization projects through data gathering, tracking, and documentation. Monitor HQ?assigned ESTT suspense items; track deadlines, collate responses from Deputy Regional Directors, District Commanders, and Branch Chiefs, and prepare summary documents. Assist the Regional Freedom of Information Act (FOIA) representative in coordinating and responding to FOIA requests. Assist the Regional Training Program Manager with training requests, funding coordination, presentation development (e.g., PowerPoint), and maintenance of the Region 4 training calendar.

IT, Helpdesk, and Cross?Functional Liaison

In the absence of Branch/District Administrative Assistants, serve as liaison with DHS helpdesk for IT, telephone, and related services, including opening, tracking, and closing helpdesk tickets. Coordinate and communicate with personnel at all levels-regional and national-to gather, record, and convey information in support of FPS operations.

Education and Experience

Minimum Education: Bachelor's degree (BS/BA). Experience: At least five (5) years of experience supporting executives at or equivalent to the GS?14/GS?15 level. Practical knowledge of the organization and an understanding of operational relationships between offices and organizational levels is desired.

Required Skills and Competencies

Proficiency with personal computers and common business applications, including: Microsoft Office (Word, Excel, PowerPoint, SharePoint, Visio, Access). Databases used to track organizational information. Accurate typing skills with a minimum speed of 40 words per minute. Ability to establish and maintain comprehensive electronic and paper filing systems. Strong skills in: Written communication: drafting, editing, and organizing documents and reports. Oral communication and interpersonal skills: interacting professionally with senior executives, staff, and external partners. Organization and multitasking: coordinating multiple administrative projects simultaneously, meeting deadlines, and prioritizing effectively. * Problem solving and independent research: gathering information, resolving routine issues, and supporting executive decision-making.