Executive Assistant/Assistant Training Coordinator at KACE
KACE · Houston, United States Of America · Onsite
- Professional
- Office in Houston
Title: Executive Assistant/Assistant Training Coordinator
Location: Houston, TX
Security Clearance: Secret
About KACE:
When you make the decision to join KACE, you are choosing to work alongside talented professionals that have one thing in common; the passion to make a difference! KACE employees bring their diverse talents and experiences to work on critical projects that help shape the nation’s safety, security, and quality of life. The desire to have a career that is purposeful and forward thinking is woven into every KACE employee…it’s The KACE Way. KACE employees are; purpose driven, forward focused, open-minded, trustworthy and invested.
The KACE Way is our commitment to our employees, to our customers, and to our communities. Join KACE and make a difference!
Job Summary:
The Executive Assistant provides administrative support and other duties for the Houston HIDTA Director’s Office. Responsibilities include managing schedules, writing/editing correspondence, screening calls, making travel and meeting arrangements, preparing reports and financial data and coordinating law enforcement related training. The position requires strong communication and interpersonal skills, and excellent knowledge of Microsoft Office. Due to the dynamic law enforcement environment this position requires flexibility and the ability to work well with all levels of internal and external management, staff and outside agencies.
Essential Functions and Responsibilities:
- Coordinate HIDTA Director Meetings - Prepare agenda in advance; arrange meeting facilities and amenities; take detailed meeting notes; prepare action items and minutes; ensure discreet handling of visitors; provide required briefing materials as needed; arrange amenities as needed; arrange any related travel and itinerary.
- HIDTA Training Coordination - Position does not require incumbent to provide classroom instruction. Coordinate delivery of approved training courses with vendors. Arrange classroom space; Avs and instructional supplies. Create and advertise courses in Netsential and monitor and coordinate registration. Vet and approve/reject new student registrations to the Houston HIDTA Training site. Coordinate course opening and closing and be the on-site POC for instructors. Maintain and update the HIDTA HOTTS system with Houston HIDTA training records. Other training duties as assigned
- Executive Secretary - Oversee all HIDTA Front Office administrative activities. Respond to all management and guest requests. Maintain Functional File System (FFS) including the directory and other statistical data. Update and monitor administrative tasks to ensure all tasks are completed timely. Coordinate with all stakeholders and prepare monthly reports. Compose correspondence and reports for the Director. Receive, organize, and prioritize incoming mail and correspondence. Answer telephone and direct inquiries to HIDTA and/or other agency personnel. Arrange "callbacks" and provide relevant materials for those events by the Director. Maintain and coordinate Director’s calendar - determine key events for the Director to attend and provide briefing packages with relevant materials for scheduled events. Prepare and complete travel expense reports. Routinely re-order department supplies. Update and disseminate mail/phone directories. Update secretarial/clerical desk manual. Maintain front office inventory and order supplies as needed. Other duties as assigned.
Minimum Qualifications & Skills:
- Must be a U.S. Citizen
- High school diploma required; Bachelors degree preferred
- A favorable credit check for all cleared positions
- Must be able to maintain a Secret level clearance and pass a criminal background check
- Minimum of three years (3) of relevant experience
- Strong computer skills; proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Access, and Outlook), technology systems, and communications tools (Adobe).
- Knowledge of clerical/administrative procedures and systems such as filing and record keeping
- Able to work as part of a team or independently with minimal direction.
- Strong oral, written and interpersonal skills; excellent proofreading skills
- Ability to multi-task; detail oriented; be observant and anticipate operational needs
- Good problem solver and able to handle difficult situations
- Ability to be flexible and adaptable in a variety of situations
Clearance:
Applicants selected may be subject to a government background investigation and may be required to meet the following conditions of employment.
Security Requirements/Background Investigation Requirements:
- Must be a U.S Citizen or Legal Permanent Resident.
- Favorable credit check for all cleared positions
- Successfully passing a background investigation including drug screening.
Physical Requirements/Working Conditions:
- Standing/Walking/Mobility: Must have mobility to attend meetings with other managers and employees. Standing for prolonged and extended periods of time.
- Climbing/Stooping/Kneeling: 0% - 10% of the time.
- Lifting/Pulling/Pushing: 0% - 10% of the time.
- Fingering/Grasping/Feeling: Must be able to write, type and use a telephone system 100% of the time.
- Sitting: Sitting for prolonged and extended periods of time.
This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. Management may revise duties as necessary without updating this job description.
