Executive Assistant

Job Summary

Aptive is seeking an Executive Assistant to support ICE Health Services Corps (IHSC). 

 

IHSC’s mission is to provide the safe delivery of high-quality health care to those in ICEcustody. The Agency is committed to providing health care services to reduce global disease andsupport the safe apprehension, enforcement, and removal of detained individuals involved inimmigration proceedings. IHSC is also committed to ensuring a system of care that is ethical,responsible, and accountable through rigorous surveillance and monitoring activities. 

 

The Executive Assistant at Aptive will play a key role in providing this support to IHSC and achieving their mission. 

 

This position requires on-site support at our client location in Washington, DC. (L'Efant Plaza - Metro accesible)

 

The expected compensation at the time of requisition creation, is between $60,000 and $75,000.  The position offers with medical, dental and vision coverage.  Additional benefits such as 401K, disability insurance and PTO are provided as well.

Primary Responsibilities

The ideal candidate will display the following Qualities:

 

 Strong oral and written communication skills.

 Excellent interpersonal skills.

 Critical thinking skills.

 Cultural competency.

 Integrity and honesty.

 High level of attention to detail.

 

Responsibilities will include:

• Screens calls and visitors, referring them to the appropriate staff member or office, handling some personally, and forwarding to the director only those calls or visitors requiring the director’s attention. Schedules appointments and makes commitments for the director to attend meetings. 
• Reviews incoming correspondence, determines proper action, and routes to the appropriate staff or office. 
• Responds to inquiries of a routine, non-technical nature. 
• Follows up with staff, or other offices, to assure that responses are prepared in a timely manner. 
• Receives requests for information for both ad hoc and recurring reports. 
• Assembles data from a variety of sources and compiles statistics for use in response. 
• Formats information and assures that results are clear and understandable. 
• Prepares correspondence for the assistant director, chief of staff, deputy assistant director, or branch chief’s signature, and maintains records and files required by the office. 
• Reviews outgoing correspondence and reports prepared for signature, ensuring proper format, mathematical correctness, correct grammar and necessary coordination. 
• Works with authors to resolve problems. 
• Explains non-technical policies and procedures used in office to managers and staff. 
• Conducts periodic training to update those throughout the office on administrative procedures and recommends changes as necessary. 
• Makes arrangement for travel, meetings, conferences, etc. For visits to organizations, makes transportation and hotel arrangements, notifies subordinate organizations, prepares agenda and other materials needed for the affair. 
• Provides management assistance to IHSC leadership as follows: calendar management, WebTA, drafting and editing documents for management consideration, research regulations and other requirements, project management and project status updates. 
• Receives incoming correspondence, determines proper action, and routes to the appropriate subject matter expert or unit (i.e., Taskings/other short tum around reports). 
• Manages, prepares, and trends reports for large data files using Microsoft products. 
• Performs record keeping functions in accordance with program policies and position. 
• Completes all initial, annual, and ad hoc training as required/assigned. 
• Manages, assigns, refines, monitors, reviews, and balances task workload and closes out all taskings on behalf of IHSC. 
• Obtains a comprehensive knowledge of IHSC clinical and administrative roles and responsibilities to manage the day-to-day tasking process. 
• Collaborates with ICE Task Management offices to request adjustments to suspense dates and provide updates on tasks in progress. 
• Maintains broad and extensive knowledge of the IHSC health care system, program principles, missions and functions, and applicable correctional health care standards. 
• Develops, schedules, and performs IHSC Task Management System (iTMS) training for IHSC staff and leadership. 
• Prepare agenda and minutes/notes for regularly scheduled and ad hoc meetings. 
• Other duties as assigned. 

Minimum Qualifications

• Bachelor’s Degree, or a combination of education, training, and experience which provides the desired knowledge, skills, and abilities to p