Executive Assistant

Washington, DC
Work Type: On-Site
  • Job Category: Office & Administrative Support
  • Travel: Yes, 25 % of the Time
  • Clearance: Able to Obtain TS
  • Shift: Day Job
  • Req ID: TUV03049

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Job Summary:

Tuvli, an Akima company, is hiring an Executive/Special Assistant to serve in the Global Engagement Center bureau at the Department of State and have excellent ability to synthesize complex inputs for senior officials, peers, and outside audiences; strong written and verbal communication skills; willingness to work on tight deadlines; ability to work effectively as part of a multicultural and interagency team; command of Microsoft Office applications.

Job Responsibilities:

  • Coordinate closely with staff throughout the GEC. S/he will also assist Civil Service Officers and Foreign Service Officers in a wide range of portfolios across the GEC, as well as liaising with other agencies in processing MOUs, taskers, cables and other correspondence.

  • Assists in coordinating and overseeing special projects and assignments.

  • Provide support to policy or operational activities of the GEC.

  • Provides dedicated support to the senior leadership team, including scheduling; managing taskings; monitoring email inboxes, responding on the Special Envoy/Acting Coordinator’s behalf as appropriate; and a multitude of other responsibilities as directed by senior leadership.

  • Accompany senior leadership to meetings, draft meeting readouts, and disseminate and track tasks from the meetings.

  • Provide support to various international coordination mechanisms by representing the GEC in the meeting as needed.

  • Review, analyze, and screen incoming correspondence, routing issues of overriding and central importance to the team Directors and all other correspondence to other appropriate staff members.

  • Maintain liaison -- as needed -- with senior officials both within and outside the Department.

  • Coordinate the preparation of materials for use by the bureau at high levels and sensitive meetings and conferences, gatherings, and public appearances both within the United States and abroad.  Assist with logistical planning for the bureau’s participation in these meetings. Plan, design and prepare creative visual presentations using Power Point, Visio and other state- of- the- art applications.

  • Prepare confidential background material and reports for the bureau’s use in preparing him/her for meetings with other USG officials, leaders and high-level officials of foreign governments, White House staff, and Members of Congress.

  • Escort officials to see senior leadership to ensure that they get to their meetings in a timely manner.

  • Maintain and oversee senior leadership’s calendars to ensure that priority needs are considered and met.

  • Screen visitors and telephone calls for the bureau.

  • Assist senior leadership with travel arrangements.

  • Prepare senior leadership’s travel vouchers for reimbursement upon returning from travel.

  • Support clearance of Freedom of Information Act (FOIA) requests.

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

  • Additional duties as required.

  • Provides backup support to the bureau staff on a multitude of tasks including paper clearances, travel arrangements, time keeping, supplies and equipment order and inventory, manage office calendars, and other tasks as appropriate.

  • Tracks various taskers and ensure their completion.

  • Updates the office’s SharePoint site, where taskers and other information relevant to the entire bureau are available, as needed.

  • As needed, serves as Staff Assistant providing support to the FO and Team Directors in managing projects and initiatives throughout the office.

  • Tasks briefing memos, remarks, memorandums, and other correspondence for the bureau and Team Directors. Monitors progress and ensures that items are submitted to the bureau and entities outside of the GEC on time and meet quality standards.

  • Drafts and edits briefing documents, speeches, memos, notes, and correspondence to Department of State principals and the broader U.S. government for GEC.

  • As needed, maintains bureau databases used to track tasker statuses and run reports for assigned tasks/briefing documents.

  • Coordinates tasking, drafting, editing, and distribution of weekly reports and other office or interagency-wide documents.

  • Serves as one of GEC’s liaisons with the Office of the Under Secretary for Public Diplomacy and Public Affairs (R/FO). Monitors classified and unclassified emails and distributes incoming memos and information from the R/FO to GEC. Develop expertise in and remain current on State Department drafting/clearance procedures.

  • Provides guidance, as needed, to GEC staff (drafters) on content, formatting, clearance process, etc., during daily operations.

  • Helps manage the maintenance of the bureau’s paper and electronic files.

  • Facilitates internal meetings, training sessions, and discussions related to GEC administrative policy and procedures, as directed by the bureau senior leadership.

  • Determines distribution and deadlines for items requiring the senior leadership’s attention.

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.

  • Familiarity with formulating, writing, and implementing reporting mechanisms, policies, processes, and procedures.

  • Experience in preparing and implementing reporting mechanisms, processes and procedures.

  • 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.

  • Strong critical and creative thinking and analytical skills.

  • Strong written and oral communication 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.

  • The ability to obtain a Top-Secret clearance.

  • A bachelor’s degree is preferred.

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