Executive Assistant

  • ICF
  • Oct 21, 2019
Full time Consultant

Job Description

Executive Assistant

Children & Youth, Justice and Behavioral Health

Client Site in Washington, DC

ICF is seeking an Executive Assistant to work in southwest Washington, DC (Federal Center SW Metro area) on a client project for the Department of Health and Human Services. The Executive Assistant directly supports the Chief of the Children’s Bureau—a 100+-year old federal agency that partners with federal, state, tribal and local agencies to improve the overall health and well-being of our nation’s children and families.  This position is full-time and based at the Children’s Bureau Client Site (330 C Street SW 3rd Floor, Washington DC)

Key Responsibilities:

        Offer a courteous, friendly, and welcoming presence in the office of the Chief of the Children’s Bureau

        Maintain daily appointment schedule; coordinate requests for meetings, speaking engagements, and travel arrangements


        Help coordinate correspondence to/from the Chief of the Children’s Bureau

        Handle details of a highly confidential and critical nature.

        Reserve conference rooms and meeting space for meetings

        Manage all local and long-distance travel and logistical arrangements

        Collect and prepare information for use in discussions/meetings of executive staff and outside individuals

        Create, write, edit presentations, reports, and documents

        Format documents and presentations using MS Office (Word, Excel, PowerPoint)

        Ensure the Chief has copies of meeting materials prior to the meeting; create paper-based copies of handouts

        Work from draft documents to create final reports for mailing and/or distribution

        Track and monitor official incoming and outgoing, time-bound correspondence

        Exercise judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions

        Work on problems of diverse scope where analysis of data requires evaluation of identifiable factors

        Gather, review, and concisely summarize information


        Develop and help maintain organization of essential documents on shared drive

        As needed, take notes and develop meeting minutes and summaries for meetings

        Interface with high-level contacts of a sensitive nature both inside and outside the Bureau

        Engage with other Bureau division leadership, and directors

        Utilize existing templates and style guides to initiate correspondence

        Monitor office supplies inventory, order and/or purchase additional supplies as needed

Basic Qualifications:

      Bachelor’s degree

      Multiple years of executive assistance and administrative support experience

      Demonstrated knowledge and understanding of child maltreatment, child welfare services, and child welfare systems. A combination of formal education, work experience, and lived experience with the child welfare/foster care system will be considered

      Ability to demonstrate proficiency in Microsoft Word, PowerPoint, Excel, Outlook, and possess strong keyboard skills


      Excellent writing/editing skills

      Excellent formatting skills to produce professional-looking products


Preferred Skills/Experience:

      Master’s degree in social work or related field

      5+ years of executive assistance support experience

      6+ years of administrative support experience

      Knowledge of Children’s Bureau structure, functions, and resources

      Possess basic knowledge of SharePoint


Professional Skills: 

      Excellent verbal, interpersonal, and written communication skills

      Team player with the ability to frequently change priorities in a fast-paced environment

      High attention to quality and detail

      Effective time-management skills with emphasis on quality and timely completion of tasks

      Ability to work independently and collaboratively with minimal supervision

      Ability to handle multiple competing priorities

      Demonstrate outstanding level of professionalism in providing executive-level support, including ability to exercise good judgment, situational awareness, discretion, tact, and diplomacy

      Demonstrate sound business ethics, including the protection of personal, proprietary, and confidential information.

      Ability to work with all levels of internal staff, as well as outside visitors/guests

      Excellent problem solving skills with ability to analyze situations, identify existing or potential problems and recommend solutions

      Superior interpersonal skills including courtesy, professionalism, and a cooperative attitude

      Superior record for attendance and punctuality

Working at ICF

Working at ICF means applying a passion for meaningful work with intellectual rigor to help solve the leading issues of our day. Smart, compassionate, innovative, committed, ICF employees tackle unprecedented challenges to benefit people, businesses, and governments around the globe. We believe in collaboration, mutual respect, open communication, and opportunity for growth. If you’re seeking to make a difference in the world, visit www.icf.com/careers to find your next career. ICF—together for tomorrow.

ICF is an equal opportunity employer that values diversity at all levels. (EOE – Minorities/Females/ Protected Veterans Status/Disability Status/Sexual Orientation/Gender Identity)

Reasonable Accommodations are available for disabled veterans and applicants with disabilities in all phases of the application and employment process. To request an accommodation please email icfcareercenter@icf.comand 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 about non-discrimination:  EEO is the law and  Pay Transparency Statement.