Executive Assistant

Job Description

ABOUT JOB

The Executive Assistant provides high-visibility vital office support services to executive leadership in an office within the Department of State. The Executive Assistant should be proactive, organized, collaborative, and comfortable working in a dynamic environment where the chief responsibility is ensuring the office runs smoothly.

This role blends analytical tasks with administrative duties, coordinating office operations, maintaining schedules, preparing correspondence, leading onboarding processes, and managing office assets. The position requires handling sensitive data, organizing travel arrangements, ensuring office safety and security, and promoting efficient business operations. This role allows for one day a week of telework, coordinated amongst the support staff; however, this is dependent on the needs of the executive staff.

Key Responsibilities

• Understand leadership priorities and effectively manage schedules for key department leaders
• Lead onboarding processes for new staff members and coordinate office operations, including form processing, equipment procurement, and security clearance procedures.
• Coordinate the distribution and management of technology resources, ensuring optimal usage, routine maintenance, and adherence to the Department of State’s information security policies.
• Assist with event logistics and develop briefs and other documentation related to events.
• Prepare and oversee correspondence and office documents in accordance with the Department’s Executive Secretariat’s style and format guidelines.
• Arrange travel for key staff members, including passport and visa processing, and use the Government Travel Authorization program (Travel Manager) to prepare travel authorizations and vouchers.
• Maintain office assets, coordinate with the Front Office for delivery and disposal, and manage procurement and organization of office supplies and equipment.
• Prepare and manage administrative records, including time-and-attendance sheets, vouchers for taxis and representational funds, and annual and sick leave requests.
• Coordinate with additional staff to ensure office coverage and equitable division of office tasks.

Required Qualifications

• Active Secret Clearance.
• Experience in a Federal office management role.
• Experience working under pressure with the ability to meet tight or short deadlines.
• Proficiency in personal computers and general administrative practices, including working with classified and unclassified computer databases.
• Knowledge of Excel, Microsoft Windows, PowerPoint, and SharePoint.
• Ability to prepare original emails, notices, reports, and documents.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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