Executive Assistant/Admin Assistant IV
- Job Category: Office & Administrative Support
- Travel: Yes, 25 % of the Time
- Clearance: TS
- Shift: Day Job
- Req ID: TUV03070
Tuvli, an Akima company, is hiring for a Executive Assistant/Admin Assistant IV to support our DoS client located in Washington, DC.
Manages Legal Adviser travel, sensitive correspondence flow, changing schedules, senior-level visitors and fast paced multiple office complexities in a highly visible office environment.
Carries out special and confidential assignments which require a high degree of tact and diplomacy and knowledge of the operations of the Department and of problems with which the Legal Adviser is concerned. Gathers information and material, analyzes it and prepares recommendations or reports for signature. Transmits and interprets instructions from the Legal Adviser to members of staff and others in the Department. These functions are performed with direct approval and oversight of a Front Office Principal, e.g, Assistant Secretary, Deputy Assistant Secretary, or their designee.
Serves as a backup time and attendance record keeper.
Maintain Appointments, Calendars & Schedules.
Maintains and coordinates the Legal Adviser’s calendar of substantive appointments and ensures that priority needs are considered and met.
Receives and processes all requests for meetings, speaking engagements, and invitations which are directed to the Legal Adviser. Follow up to ensure proper execution of commitments and obligations incurred in telephone conversations, meetings and invites. Makes final commitments, refers matters to staff members or reschedules appointments as the Legal Adviser, deems necessary.
Advises of appointments and other commitments which might have a bearing on future appointments. The incumbent handles requests for meetings and appointments and decides the distribution of time and, working closely with the Special Assistant, as needed, and discusses with officials invited to meetings the subject of such meetings in order that they will be properly informed and supplied with necessary information.
Assists in arranging other meetings and conferences, and obtaining pertinent material from Departmental offices and other sources as needed.
Arranges and coordinates travel plans, itineraries, visas and country clearances necessary for the Legal Adviser and others to include other individuals and groups traveling with the Legal Adviser and that all arrangements are authorized properly, itineraries are cost effective and efficient and follow department rules and regulations, as well as prepares travel vouchers for reimbursement upon return. All travel is prepared using E2 Travel Solutions.
Public Contact Work / Screens Visitors & Telephone Calls.
Receives and screens all incoming telephone calls to the Legal Adviser to ensure that the Legal Adviser is aware of, and handles personally or delegates the necessary responsive action. Monitors and keeps the Legal Adviser aware of the necessary follow up actions.
Monitors ongoing matters as instructed by the Legal Adviser and in coordination with the Special Assistant.
Escort officials to/from meetings with the Legal Adviser and ensure they arrive in a timely manner.
Mail, Correspondence, and Reports.
Reviews, analyzes and screens all incoming correspondence, routing all issues of overriding and central importance to the Legal Adviser and all other correspondence to appropriate staff members.
Assists in assuring the proper paper flow of staff documents and other memoranda from, to and through the Bureau. Maintains complete control and assists in the safeguarding of the Legal Adviser’s files, classified documents and office container.
Assists with logistical planning for the Legal Adviser’s participation in these meetings.
Active Top Secret Clearance.
A basic foundation of administrative concepts and practices sufficient to perform independently such duties to enable timely and efficient communications.
Four years of senior government administrative or secretarial support experience.
One year of State Department experience, preferred.
One year experience with dealing with the Department’s E2 travel system preferred.
Experience with arranging travel for Department employees.
Operational knowledge of Microsoft Office Suite, specifically Excel, Word, Microsoft Windows, and related computer-based programs.
One year of Office 365 experience.
Ability to learn the WebTatel timekeeping program.
Ability to quickly learn other computer-based programs.
High school diploma or equivalent.