Executive Assistant in the Office of Community Services (OCS)

EXECUTIVE ASSISTANT IN THE OFFICE OF COMMUNITY SERVICES (OCS)

ICF is a mission-driven company filled with people who care deeply about improving the lives of others and making the world a better place. Our core values include Embracing Difference; we seek candidates who are passionate about building a culture that encourages, embraces, and hires dimensions of difference. Diversity & Inclusion, is simply who we are and what we do.

The EXECUTIVE ASSISTANT will serve as an Assistant to a senior official within the Office of Community Services (OCS) within the Administration of Children and Families (ACF) at the Department of Health and Human Services (HHS). OCS administers a range of programs to reduce the causes of poverty, increase opportunity and economic security of individuals and families, and revitalize communities. This individual is an integral part of the ICF team currently providing support to this office and under the supervision of their ICF supervisor will provide direct support to the OCS leadership. This position requires a self-starter who is skilled and comfortable working in a fast-paced environment with shifting priorities and has strong attention to detail; superb communication skills; excellent problem-solving skills; and the ability to interface professionally with senior leadership within and beyond OCS.

This is a hybrid position, occupying office space within OCS headquarters offices in Washington, DC at least two days per week.

This position will require a government screen to access the government facility and technology.

Key Responsibilities:

• Provide administrative support for the senior official you support, including managing calendars and scheduling meetings, tracking and coordinating speaking engagements and travel, tracking and managing deadlines—including building an understanding of high-profile and priority tasks—and other administrative activities, as assigned.
• Write, edit, and review communications on behalf of the senior official you support, including but not limited to program reports, correspondence, memos, remarks/talking points, presentations, policy guidance, training materials, and other documents relevant to office activities.
• Support data collection, analysis, reporting, quality assurance, and compliance.
• Gather information and data from across OCS and compile responses to high-profile, quick-turnaround data calls with accuracy and attention to detail.
• Conduct research, analyzing current policies, evaluating the effects of proposed legislation, and reporting on findings.
• Build and maintain strong collaborative relationships within and across OCS and ACF; within other federal agencies; among state, territorial, and tribal grant recipients; and other key stakeholders.
• Provide administrative support for the senior official you support, including managing calendars and scheduling meetings, tracking and coordinating speaking engagements and travel, tracking and managing deadlines—including building an understanding of high-profile and priority tasks—and other administrative activities, as assigned.
• Attend regular status and capacity building meetings with OCS staff and leadership, and represent the senior official you support at meetings, as appropriate.
• Support, coordinate, or co-lead virtual and in-person (including offsite) events, including contributing to planning content and agendas, logistics, room assignment, technology, tracking registration, managing call recordings and attendance lists, taking notes, and conducting follow-up actions, as needed.
• Master and apply client administrative tools and technology (GrantSolutions, Swift, On-Line Data Collection System, SharePoint, etc.)
• Assist with office-wide special projects, as assigned by senior leadership.
• Miscellaneous ad hoc clerical tasks involving electronic file management, filing, labeling, word processing, developing spreadsheets, etc.
• Maintain regular reporting and communications—at least weekly—with ICF managers and proactively communicate about workload, questions, and topics for discussion related to strong client support.

Basic Qualifications Required:

• Bachelor's degree in Public Policy, Government, Economics, Urban Planning or other relevant field
• Minimum 5 years of related experience; supporting an executive in a similar capacity

Preferred Skills:

• Prior experience with community services and or community development
• Interest in community development, community services, and helping underserved communities
• Experience working on Capitol Hill is a plus

Professional Skills You Will Use:

• Team player with the ability to take initiative and work well independently – a self-motivated individual who is solution-oriented, with a commitment to process-improvement
• Outstanding organizational and time management skills and ability to prioritize multiple responsibilities, including the ability to be flexible, multi-task, and track and manage multiple tasks and deliverables simultaneously in a fast-paced environment where priorities are constantly shifting
• Strong analytical, problem-solving, and decision-making capabilities, including the ability to exercise good judgment, discretion, tact, and diplomacy
• Demonstrated proficiency in MS Office Applications (Word, PowerPoint, Outlook, Excel)
• Demonstrated proficiency with project management software and tools (e.g., Microsoft Project)
• Familiarity with data collection and reporting, and ability to interpret data metrics and identify trends
• Ability to conduct research and analysis, including finding relevant information, compiling it, and synthesizing and interpreting it within the context of OCS programs, mission, and priorities.
• High level of attention to detail
• Excellent written, verbal, and presentation communication skills
• Superior interpersonal skills including courtesy, professionalism, and a cooperative attitude when working within and across teams
• Demonstrated customer service orientation and outstanding level of professionalism

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Working at ICF

We can only solve the world's toughest challenges by building an inclusive workplace that allows everyone to thrive. We are an equal opportunity employer, committed to hiring regardless of any protected characteristic, such as race, ethnicity, national origin, color, sex, gender identity/expression, sexual orientation, religion, age, disability status, or military/veteran status. Together, our employees are empowered to share their expertise and collaborate with others to achieve personal and professional goals. For more information, please read our EEO & AA policy.

Reasonable Accommodations are available, including, but not limited to, for disabled veterans, individuals with disabilities, and individuals with sincerely held religious beliefs, in all phases of the application and employment process. To request an accommodation please email [email protected] and we will be happy to assist. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations.

Read more aboutworkplace discrimination rights, the Pay Transparency Statement, or our benefit offerings which are included in theTransparency in (Benefits) Coverage Act.

Pay Range - There are multiple factors that are considered in determining final pay for a position, including, but not limited to, relevant work experience, skills, certifications and competencies that align to the specified role, geographic location, education and certifications as well as contract provisions regarding labor categories that are specific to the position. The pay range for this position is: