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Administrative Specialist

Company: ICF Olson
Location: Arlington
Posted on: November 22, 2021

Job Description:

@ ICF Next,we are fearless in finding new ways to solve problems, relentless in making sure it pays off for our clients and committed to making a positive change in the world.

Here's your chance to join our award-winning agency, ICF Next. We're changemakers, a community of mission driven creatives, communicators, strategists, and technologists. We're currently hiring a full time Administrative Specialist that enjoys planning and implementing communications campaigns. This role requires a public affairs/public relations background and experience in supporting communications campaigns that enhance awareness, action or understanding of a certain topic. Experience with Information Technology with an emphasis on cybersecurity is preferred, but not mandatory.

If you are passionate about strategic communications and have the requisite prior experience, we'd love to talk to you. This is an exciting role offering excellent opportunities to work in a dynamic, collaborative, and uniquely positioned organization.

Key Responsibilities:

  • Monitor shared email boxes and SharePoint-based task management system for EA tasking; logging and tracking incoming requests in accordance with established standard operating procedures, and generating reports to assist with management and disposition of tasking.
  • Research potential engagement events, prepare briefing memos, talking points and background information to support engagement events.
  • Prepare readaheads and other predatory material for leadership concerning strategic engagements. Respond to requests for participation in engagement events.
  • Support the review, assignment (with approval from Government staff), de-confliction and prioritization of EA Taskings.
  • Proofread written materials for typographical, grammatical and format errors; ensuring products are of consistent quality.
  • Perform clerical functions associated with EA leadership engagement activities such as preparing reports, tracking leadership commitments and decisions related to engagement opportunities, arranging and participating in planning calls, and scheduling meetings.
  • Coordinate with ExecSec teams and other entities to employ task management work flows, review and process informational materials, secure applicable internal reviews, and ensure proper archiving and records management.
  • Monitor shared email boxes and SharePoint-based submissions for meeting and speaking requests; logging and tracking incoming requests in accordance with established standard operating procedures, and generating reports to assist with management and disposition of requests.
  • Conduct research to gather pertinent information needed to evaluate meeting and speaking requests, to include coordinating with requestors and event points-of-contact to ensure required information.
  • Support coordination of streamlined management review and oversight of public speaking and meeting requests for CISA senior leadership.
  • Facilitates the preparation of briefing memos for meeting and speaking engagements.
  • Leading planning initiatives related to large-scale speaking engagements on behalf of CISA.
  • Facilitate collaboration across the agency to integrate the Director's vision, coordinate planning activities and messaging, and ensure the timely delivery of materials.
  • Support the review, assignment (with approval from Government staff), de-confliction and prioritization of meeting and speaking requests.
  • Coordinate leadership and program liaison review and oversight of public speaking and meeting requests, to include providing support to the operation of speakers bureau and planning for such opportunities.
  • Prepare Speaking Request Forms, including pre-populating the template and following up with the requestor for missing information, then uploading the form in the SharePoint site.
  • Prepare briefing memos for meeting and speaking engagements, coordinate and compile information related to such engagements, and securing applicable background/reference information (to include bios, agendas).
  • Perform clerical functions associated with speakers bureau activities such as preparing reports, tracking leadership commitments and decisions related to engagement opportunities, arranging and participating in planning calls, producing weekly and monthly reports, and scheduling meetings.

    Required Qualifications:

    • Currently holds, or is able to obtain, DHS Fitness Determination.
    • Associates degree in Marketing, PR, Communications, or related field.
    • Minimum of one (1) year of demonstrated experience:
      - Assisting in the planning for the strategic direction and development of a comprehensive PR campaigns.

      - Working with client and project team members.

      Preferred Skills and experience:

      • Excellent communication skills, especially written.
      • Strong research and organizational skills
      • PR agency, corporate or government agency experience preferred.
      • Self-starter, with ability to manage tasks and handle multiple priorities with minimal supervision.

        Job Location(s):This position is located in Arlington, VA but is currently remote/telework through the Covid-19 pandemic until federal employees in the Capital Region are recalled back to the office.

        #BI1015

        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 to find your next career. ICF-together for tomorrow.

        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 .

        COVID-19 Policy: New or prospective U.S. employees must provide proof of complete vaccination on the date of their commencement of employment. If selected for employment, you will provide proof of your full vaccination status, defined as vaccinated two weeks after receiving the requisite number of doses of a COVID-19 vaccine approved or authorized for emergency use by the FDA.

        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 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 about non-discrimination: EEO is the law and Pay Transparency Statement .

        Arlington, VA (VA31)

Keywords: ICF Olson, Arlington , Administrative Specialist, Administration, Clerical , Arlington, Virginia

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