Executive Assistant 

ALL APPLICANT MUST POSSESS A CURRENT TOP SECRET CLEARANCE TO BE CONSIDERED


The Executive Assistant supports the Principle Deputy Assistant Secretary, Deputy Assistant Secretary, Directors, and Assistant Secretary-level personnel, as required. Prepares Action Memos for approval and signature. Keeps Executive officers advised of developments and progress of pending issues. Schedules interviews with prospective department employees and assists with onboarding new employees. Handles confidential information. Prepare and submit Time and Attendance reports for the Government staff via TATEL system. Reviews all important incoming and outgoing correspondence, coordinates routing and control of subject matter before submitting to the Principle Deputy Assistant Secretary/Deputy Assistant Secretary. The Executive Assistant assists in planning and coordinating bureau projects and/or processes. Advises Principle Deputy Assistant Secretary/ Deputy Assistant Secretary on personnel actions. Compiles and maintains records of business transactions and office activities, performing a variety of clerical duties. Copies data and compiles/organizes records and reports. Files documents. Tabulates and posts data in records and report data bases. Schedules
meetings/conference calls, coordinate conference room schedules, set up video conferencing or conference calls when needed. Manages office supplies and stationery. Operates office machines, such as PCs, calculator, photocopy machines, scanning equipment, and fax machines.

The Executive Assistant position interfaces with Principle Deputy Assistant Secretary, Deputy Assistant Secretary, Directors, Assistant Secretary-level personnel and DOS personnel; Maintains program master files; Proactively addresses and solves scheduling issues/problems; Manages all aspects of Principle Deputy Assistant Secretary/ Deputy Assistant Secretary travel. The Executive Assistant position requires regular interaction with Principle Deputy Assistant Secretary, Deputy Assistant Secretary, Directors and Assistant Secretary-level personnel. Management of all logistical elements of Senior Executive meetings, travel and other event coordination is a regular part of the job.

Qualifications
•At least 5 years of executive level office management experience, or equivalent experience;
•Civilian or Defense agency experience is required providing administrative support to Principle Deputy Assistant Secretary/Deputy Assistant Secretary/Director positions;
•Highly proficient with Microsoft Office’s Word, Excel, Access, PowerPoint, Publisher and MS Project Experience;
•Ability to work both independently and with others;
•Strong attention to detail;
•Ability to multi-task;
•Work under tight deadlines;
•Excellent organizational, interpersonal, and communication skills (both written and oral);
•Familiarity with ISO requirements, standards and processes.
Clearance:
•Top Secret Clearance

REQUIREMENTS
•Excellent at tracking document flow, clearance processes and distribution of documents to appropriate personnel.
•Excellent with standard software, including the complete Microsoft Office Suite (Word,Excel, Access, PowerPoint, SharePoint), and an ability to learn and work with other software, as well as database applications.
•Excellent critical and creative thinking and analytical skills.
•Excellent written and oral communication skills.
•Excellent ability to work independently, with minimal supervision, and multi-task in a high volume, fast-paced work environment.
•Excellent ability to also have a flexible, team-oriented approach to work.
•Excellent ability to build and maintain strong working relationships with colleagues.
•Experience in working for U.S. foreign affairs agencies and/or intl. org. preferred.
•Maintains contacts with the Principle Deputy Assistant Secretary, Deputy Assistant Secretary, Directors and support personnel throughout the Department:
•Coordinates and schedule meetings for the Principle Deputy Assistant Secretary, Deputy Assistant Secretary, Directors and support personnel throughout the Department
•Maintains the calendars of the Principle Deputy Assistant Secretary, Deputy Assistant Secretary and Directors.
•Proactively searches for upcoming calendar/meeting conflicts and resolve conflicts.
•Ensures that materials/documents are disseminated or obtained in advance of any scheduled meetings.
•Reviews and establishes internal operating procedures to ensure acceptable internal/management controls for:
•Time keeping procedures.
•Staffing coverage during holiday periods. Serve as primary travel arranger for the Principle Deputy Assistant Secretary and Deputy Assistant Secretary. Prepare travel itineraries.
•Make travel reservations – airline, hotel, car rental
•Prepare Travel Authorizations and Travel Vouchers in E2 Solutions system
•Prepare VISA Applications and memoranda
•Prepares eCountry Clearance cables for Government staff and contractors who will be traveling internationally