Administrative Assistant

Washington, DC
Work Type: On-Site
  • Job Category: Office & Administrative Support
  • Travel: Yes, 25% of the time
  • Clearance: TS
  • Req ID: 2024-3594


Job Summary

Tuvli, an Akima company, is hiring for an Administrative Assistant to support our DoS client located in Washington, DC.

Job Responsibilities:

  • The incumbent reports to the Director or Deputy Director of the GEC Division to which they are assigned and is responsible for the administrative functioning of the office and for managing logistical projects and initiatives related to the office’s mission.

  • Provides administrative support to the assigned GEC Division’s staff, including but not limited to travel, time keeping, supplies and equipment order and inventory, duty officer scheduling, and logistical arrangements for meetings. As assigned by the Director and/or Deputy Director, logistical arrangements for meetings may include any or all of the following: schedule conference rooms and/or video teleconferences (VTCs) and or secure video teleconferences (SVTCs) and/or processing visitor access security clearances for staff members’ meetings in accordance with relevant security official procedures.

  • Guides knowledge management strategies and execution, including ensuring appropriate data and records management, identifying and coordinating technologies that can improved communication across within the assigned GEC Division and across GEC, and updating the office’s SharePoint Site.

  • Administers (assemble, track progress on and timeliness of development and clearance, store, print, copy, draft, and/or edit, as assigned by the Director or Deputy Director) the preparation of materials for use by the assigned GEC Division at meetings and conferences, gatherings, and public appearances both within the United States and abroad, as well as for use during or in preparation for meetings between staff of the assigned GEC Division and other USG officials, leaders and high-level officials of foreign governments, White House staff, and Members of Congress.

  • Maintains liaison – as needed – with officials, both within and outside of the

  • Department. Makes independent decisions on selected matters that can be resolved with the incumbent’s own expertise. If necessary, task bureaus and offices in anticipation of the needs of the Director and Deputy Director of the assigned GEC Division as well as in anticipation of R/GEC Front Office (R/GEC/FO) needs for which the assigned GEC Division has lead responsibility.

  • Maintains and oversees the calendars of the Director and Deputy Director of the assigned GEC Division ensure that priority needs are considered and met.

  • Reviews, analyzes, and screens incoming correspondence, routing issues of overriding and central importance to the Director and Deputy Director and all other correspondence to the appropriate staff members in the assigned GEC Division and across R/GEC.

  • Escorts officials to see staff of the assigned GEC Division and ensure that the Director and Deputy Director get to their meetings in a timely manner.

  • Screens visitors and telephone calls for the Director and Deputy Director. Monitor the Director’s and Deputy Director’s email for priority correspondence.

  • Assists the staff of the assigned GEC Division with travel arrangements and prepare their travel vouchers for reimbursement upon returning from travel.

  • Assists with office functions, planning, and logistical support.

  • Provides backup support to other GEC Divisions’ OMS administrative support on travel, time keeping, supplies and equipment order and inventory, as well as management of office calendar.

  • Participates in assigned functional and thematic meetings as necessary, serving as a note-taker and understanding office administrative equities, as directed by the Director or Deputy Director.


Minimum Qualifications:

  • Experience in tracking document flow and clearance processes and distribution of documents to appropriate personnel. 

  • Familiarity with principles and practices of knowledge management. 

  • Demonstrated skills or knowledge of global internet access and research capabilities. 

  • Demonstrated skills in program task management, operating procedures, oversight, and monitoring.

  • Facility 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.

  • Strong, timely and precise organizational skills and multi-tasking abilities.  Experience in overseeing organizational processes and procedures.

  • Strong critical and creative thinking and analytical skills.

  • Strong ability to work independently, with minimal supervision, and multi-task in a high volume, fast-paced work environment. 

  • Strong ability to also have a flexible, team-oriented approach to work. 

  • Excellent ability to build and maintain strong working relationships with colleagues. 

  • Exposure to U.S. foreign affairs agencies and/or international organizations. 

  • Foreign language skills are preferred but not required. 

  • A Bachelor’s degree or equivalent experience is required. 

  • Good command of professional communications, especially the written and spoken word. 

  • Other required skills are strong writing skills, especially the ability to convey concepts in non-technical language for peers, senior officials, and outside audiences; strong verbal communication skills; willingness to work to tight deadlines; ability to work effectively as part of a multicultural and interagency team; command of Microsoft Office applications. 

  • Will be flexible, adept at multitasking, and able and willing to build new skills and knowledge in a rapidly evolving political and technical environment.

  • Active Secret security clearance. 

Posted Salary Range


Benefits Information

SCA - The company offers a comprehensive benefits program, including medical, dental, vision, life insurance, 401(k) and a range of other voluntary benefits. Vacation, holiday and sick Leave offered will be as defined under the DOL's Wage Determination.

Job: Office & Administrative Support

Travel: Yes, 25% of the time

Organization: Tuvli

Clearance: TS

Work Type: On-Site

Remote: No

ReqID: 2024-3594