Administrative Assistant

Job Summary:

This is a non-personal services task order to provide Administrative Support Services. The Government shall not exercise any supervision or control over contractor personnel, who are the service providers performing the services described herein. Such task order service providers shall be accountable solely to the Contractor who in turn is responsible to the Government.

Job Responsibilities:

• Shall provide administrative support to the International Expositions Unit in the Office of the Under Secretary for Public Diplomacy and Public Affairs.

• Shall support the mission of the International Expositions Unit by assisting in the efficient operation of the office, and attending meetings.

• Shall schedule meetings, arrange conference calls, take meeting notes, track clearances, order supplies, maintain contact databases, and update project documents using common project management tools and techniques.

• Shall arrange travel and logistics for events, prepare travel vouchers, and assist with special projects.

• Shall maintain the records of the multi-year Expo projects to ensure that information is well organized and accessible.

• The tasks outlined herein will be accomplished on a mixed team of contractor, civil service, and Foreign Service personnel. However, Government personnel shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks described in the SOW.

• Shall interact with offices and bureaus in the State Department, the interagency, embassies, and private sector entities.

• Travel outside of a 50-mile radius of the place of performance may be required.

Minimum Qualifications:

• Disciplined self-starter with capacity to independently balance competing requirements and priorities in a new office that is developing new programs and projects.

• Experience preparing and using common tools, such as agendas, meeting minutes, task lists, and periodic reports.

• Ability to manage travel, meeting schedules, and records for the office.

• High level of attention to detail.

• Collegial, energetic disposition: strong communication and outreach skills.

• Perseverance to follow up and reach closure on pending issues.

• Capable of coordinating multiple tasks and details.

• Willingness to engage on issues to learn and strengthen job skills.

• Comfort and familiarity with word processing, email, and spreadsheet programs.

• Proven ability to write e-mail.

• Experience developing PowerPoint presentations and documents in MS Word.

• Established experience with MS Excel.

• Ability to think and act quickly under frequently severe time constraints.

• Active Secret clearance.