Terrestris LLC · 15 hours ago
Administrative and Executive Assistant
Camp Springs, MD
Full-time
Onsite
Mid Level
3+ years expTerrestris LLC is an innovative organization focused on enhancing mission outcomes through improved human performance. They are seeking an experienced Administrative and Executive Assistant to provide executive-level support and operational coordination for the Refugee, Asylum, and International Operations (RAIO) directorate within USCIS.
Management Consulting
No H1B
Responsibilities
Provide executive administrative support to Division Chiefs and Deputy Division Chiefs (up to six senior leaders)
Manage daily calendars and schedules using Microsoft Outlook, including meeting coordination and prioritization
Prepare reports, memoranda, correspondence, briefings, and presentations using Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams)
Attend meetings, record and distribute meeting minutes, and track action items
Collect, compile, and distribute incoming memos, submissions, and reports
Monitor and manage shared USCIS email inboxes; triage, respond, and route correspondence appropriately
Perform front desk coverage, including receiving visitors, answering phones, and distributing mail
Maintain electronic and paper filing systems to store, retrieve, and archive work products
Review correspondence for accuracy, formatting, and compliance with established standards
Route, transmit, and track correspondence via electronic and postal methods
Maintain correspondence logs and control records
Prepare travel authorizations, vouchers, and expense reports using the Concur Government travel system
Assist with country clearances, visa requests, passport requirements, and coordination with Foreign Embassies and the Department of State
Provide logistical support for meetings, including reserving conference rooms, preparing agendas, distributing materials, and sending reminders
Serve as a Timekeeper for assigned contract employees, including:
Assigning accounting codes
Adding new employees to the T&A system
Entering, editing, validating, and reviewing T&A data
Managing employee T&A profiles and records
Assist with asset reporting, tracking, and management in accordance with Office of Administration procedures
Perform property inventory and enter data into the USCIS inventory system
Track and manage office supplies and equipment
Assist with packing, labeling, and moving boxes within the work location
Compile data from records to prepare periodic and ad hoc reports
Assist with documentation of current processes and the creation or revision of standard operating procedures (SOPs)
Create, edit, and proofread documents using multiple software platforms (Word, Excel, PowerPoint, Access, Teams)
Safeguard large volumes of unclassified, For Official Use Only (FOUO), and Personally Identifiable Information (PII) in accordance with USCIS and task manager guidance
Attend required meetings and training sessions to support government program activities
Perform general office duties such as copying, scheduling conference calls, and preparing meeting materials
Provide telephone coverage and route calls or messages appropriately
Perform other related administrative duties as assigned
Qualification
Required
Authorization to work in the U.S. permanently, without sponsorship
High school diploma (required)
A minimum of three (3) years of experience as an Executive Administrative Assistant within the last five (5) years, providing administrative and executive-level support to senior leadership
Demonstrated experience using Microsoft Office products, including Word, Excel, PowerPoint, Outlook, and Teams, to create, edit, format, and manage documents, schedules, correspondence, and reports
Experience managing calendars, travel, meetings, and correspondence in a professional office environment
Exceptional organizational, communication, and multitasking skills
Ability to handle sensitive information with discretion and professionalism
Ability to work on-site in a federal office environment
Benefits
Health
Life
Disability
Financial
Retirement benefits
Paid leave
Professional development
Tuition assistance
Work-life programs
Company
Terrestris LLC
Founded by a Marine Corps Veteran, and Rooted in the USMC values of Honor, Courage, and Commitment; Terrestris, LLC is a service-disabled veteran-owned small business (SDVOSB) and SBA-certified 8(a) firm, specializing in Human Capital solutions, programmatic support, Information Technology, and Science and Technology services.
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Alex Horti - MBA, HRM, CRS
Chief Executive Officer
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