Front Office Staff Assistant
- Job Category: Office & Administrative Support
- Travel: Yes, 25 % of the Time
- Clearance: TS
- Shift: Day Job
- Req ID: TUV03015
This position is located in the Front Office of the Global Engagement Center (GEC), Department of State, reporting to GEC’s Chief of Staff and, in his/her absence, to the Deputy Chief of Staff or Special Assistant. In accordance with GEC’s mission to “direct, lead, synchronize, integrate, and coordinate efforts of the federal government to recognize, understand, expose, and counter foreign state and foreign non-state propaganda and disinformation”, the incumbent assists the GEC Coordinator, Deputy Coordinators, and Chief of Staff in managing information flow to and from the GEC Front Office. The Staff Assistant serves in a multifunctional, dynamic role managing tasks and correspondence used internally in the GEC, in the Department, throughout the U.S. interagency, with the White House, with Congress, and with foreign government contacts and other external partners. The Staff Assistant works closely with the Front Office Special Assistants and Office Management Specialists.
The Staff Assistant will on occasion draft, edit, review, and disseminate sensitive and/or classified information.
Provides support to the Coordinator, Deputy Coordinators, and Chief of Staff managing paper flow to and from the Front Office, and working on Front Office taskings, projects, and initiatives.
Tasks briefing memoranda, remarks, and other documents for the Coordinator, Deputy Coordinators, and Chief of Staff.
Monitors progress and ensures that items are submitted to the Front Office on time, meet required quality standards, and receive the necessary clearances from within the State Department and interagency.
Drafts and edits documents including, but not limited to, briefing checklists, speeches, memos, notes, and correspondence at the direction of the Coordinator, Deputy Coordinators, and Chief of Staff.
Oversees the preparation of materials for use by the Front Office principals at sensitive meetings and conferences, gatherings, and public appearances both within the United States and abroad. Assists with logistical planning for GEC principals’ participation in these meetings. Plans, designs, and prepares creative and effective visual presentations using PowerPoint, and other off-the-shelf applications.
Prepares confidential background materials and reports for principals’ use in meetings with other USG officials and high-level officials of foreign governments, White House staff, and Members of Congress.
Maintains Front Office databases used to track various task statuses and produce reports for assigned tasks/briefing documents.
Reviews, analyzes, and screens incoming correspondence, routing issues of overriding and central importance to the appropriate recipients.
Escorts official visitors to meeting with GEC principals.
Oversees the GEC principals’ calendars to ensure that priority needs are considered and met.
Serves as the GEC’s primary Freedom of Information Act (FOIA) point of contact for researching, gathering, and coordinating requests for records.
Assists with office functions, planning, and logistical support.
Provides backup support to Front Office OMSs on various tasks including, but not limited to, travel, time keeping, supplies and equipment orders and inventory, and managing various calendars.
Assists tracking Congressional Affairs taskers assigned to the entire GEC.
Maintains the Office’s Shared Point site, where taskers and other information relevant to the entire GEC are available.
Updates drafting/clearance procedures.
Provides guidance to GEC staff, through periodic training seminars and during daily operations on content formulation, document formatting, clearance processes, etc.
Helps manage the maintenance of Front Office paper and electronic files.
Attends meetings, when required, with various members of the Senior Staff and provides verbal and written readouts as appropriate.
Facilitates internal meetings, training sessions, and discussions related to GEC administrative policy and procedures.
Determines distribution and deadlines for items requiring the coordinator’s attention.
Back-up scheduler for the Coordinator and Deputy Coordinators.
5 years of Qualified experience.
Active Top-Secret Clearance.