Executive Assistant

Duties and Responsibilities

* At the direction of the Chief of Staff in the F's Front Office, ensures that proposals and orders are directed to the proper offices for implementation and prompt action.

* Working with the F Front Office (F/FO) Staff and other Department personnel, designs and implements a knowledge management system to track assignments, share information, and maintain core documentation.

* Accompanies the Under Secretary, or other F personnel, to international and domestic meetings and conferences, developing material and information on issues which arise. Prepares vouchers upon completion of the travel.

* Ensures that all official communications to the F Under Secretary Bureau are properly and promptly handled, in accordance with records requirements and Department standards.

* Maintains schedule for the F Under Secretary and other F/FO personnel as required - arranging, referring to other officials, rescheduling appointments if necessary. Prepares and requests briefing memoranda for meetings, including through the Department paper tasking system; arranges for oral briefings and determines invitees to meetings.

* Makes and acknowledges social arrangements and obligations, in conjunction with the F External and Legislative Affairs Office (F/ELA) for the Under Secretary and other F personnel as required.

* Makes travel arrangements, hotel reservations, submit passports applications, visas, and travel advances, as necessary.

* Transmits and interprets instructions from F Front Office to members of the staff and other officials in the Department.

* Takes and transcribes notes during international, interagency, or public meetings as required.

* Carries out special assignments using a high degree of tact and diplomacy.

* Assists in the preparation of a large volume of correspondence, telegrams, memoranda, briefing papers, and reports, frequently working with senior level contacts at the White House National Security Council, Department of Defense, Department of Commerce, Energy, Justice, and across the Department of State.

* Serves as a liaison for administrative HR matters, e.g., performance appraisal reminders, leave restoration procedures, proxy access in performance management systems, and award nomination procedures.

* Acts as a liaison for GSO work orders and IT maintenance and computer issues.

* Manages conference room schedule requests.

* Assists new staff members, processes new hire paperwork and coordinates equipment and security accesses.

* May be requested to maintain and process time and attendance records in support of other F administrative personnel.

* Assists F/FO personnel in scheduling meetings at the TS and TS/SCI level, such as National Security Council or Intelligence Community briefings. Ensures classified materials are managed appropriately, including procedures for handling and storing SCI documents.

* Briefs and coaches junior special and staff assistants assigned to the F Front Office and receives temporary assigned personnel.

Special Knowledge, Experience and Educational Requirements

High school or GED, and 8 years' experience in international politics/foreign policy, military/defense or security cooperation.

Qualifications

* Eight (8) years or more work experience in administration, travel planning, complex logistics, political-military affairs, foreign affairs, and defense security cooperation.

* Experience working with the U.S. interagency, preferably the Department of Defense, with a senior level of contacts.

* Experience as an assistant to Senior Executive Service/Senior Foreign Service officials, including managing schedules, briefing memoranda, and travel arrangements.

* Experience working with U.S. security cooperation, preferably Foreign Military Sales and/or export control issues.

* Experience in State Department paper content, format, and clearance management, including knowledge management systems such as SharePoint.

* Ability to work independently to assess priorities and manage daily coordination of details without repeated requests for guidance from supervisors.

* Proficiency in travel management, preferably experience with E2 solutions.

* Ability to solve problems and encourage consistent, solid performance.

* Ability to manage multiple tasks, coordinate activities in multiple locations, act decisively in daily work, and work well in a multi-cultural team environment.

* Strong organizational, communication, interpersonal, and computer skills.

* English language (written and spoken) communications skills.