Job Description

Are you looking for a Challenge? Looking for an innovative organization and the opportunity to learn and grow professionally? We can help! We are seeking an experienced Administrative and Executive Assistant to support senior leadership and day-to-day operations for Refugee, Asylum, and International Operations (RAIO) within Refugee and International Operations (RIO).

I've never heard of Terrestris. What do you do?

At Terrestris, we leverage technology to create better mission outcomes through better human performance. We form strong client and team relationships through transparency and strive to create an environment where our team can let their excellence shine through. By finding, developing, and incorporating new ideas, we provide memorable services. Rooted in the USMC values of honor, courage, and commitment, Terrestris seeks to deliver extraordinary value to the American people by helping the Government become more efficient and effective.

So, what will the Administrative and Executive Assistant at Terrestris do?

The Administrative & Executive Assistant provides on-site leadership, executive-level administrative support, and operational coordination for the Refugee, Asylum, and International Operations (RAIO) directorate within USCIS. This role supports Division Chiefs, Deputy Division Chiefs, and program staff by managing executive schedules, communications, travel, timekeeping, records management, and sensitive information in a fast-paced federal environment.

The ideal candidate is highly organized, detail-oriented, trusted with sensitive information, and experienced in providing executive-level support within a government or regulated setting.

What does a typical day look like for the Administrative and Executive Assistant?

You will:

• 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.

What qualifications do you look for?

You might be the professional we're looking for if you have:

• 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

What kind of benefits does Terrestris Offer?

We offer outstanding benefits including health, life, disability, financial, and retirement benefits, as well as paid leave, professional development, tuition assistance, and work-life programs. Our award programs acknowledge employees for exceptional performance and superior demonstration of our service standards. Full-time and part-time employees working at least 20 hours a week on a regular basis are eligible to participate in our benefit programs. Other offerings may be provided for employees not within this category.

Terrestris is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status. Applicants must be authorized to work in the U.S.

DILBERT © 2018 Scott Adams. Used By permission of ANDREWS MCMEEL SYNDICATION. All rights reserved.

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