Executive Asst & Training Coordinator

TITLE: Executive Assistant/Assistant Training Coordinator

LOCATION: Houston, TX

SECURITY CLEARANCE: SECRET

SCHEDULE: Monday - Friday.

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 performs administrative duties for the Houston HIDTA Director's Office. Responsibilities may include screening calls, making travel and meeting arrangements, preparing reports and financial data and facilitating training classes. The position requires strong computer, internet research and writing skills. Also calls for flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside agencies and personnel.

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

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 are subject to a government background investigation and may be required to meet the following conditions of employment.

SECURITY REQUIREMENTS: 

• Ability to obtain/maintain a Security Clearance 
• Favorable credit check for all cleared positions 
• Successfully passing a background investigation, medical and drug screen.

Physical Requirements/Working Conditions:

• Standing/Walking/Mobility: Must have mobility to attend meetings with other managers and employees.
• 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.

For more information about the company please visit our website at www.kacecompany.comKACE is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, disability or any other federal, state or local protected class.KACE complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to [email protected].