|Title:||Executive Staff Assistant|
|Security Level:||Top Secret|
Title: Executive Staff Assistant
Rate: GS 12-4 Exempt (Approximately)
Location: Washington, D.C.
Schedule: Full-time, M-F, 8:15 AM to 5:00 PM, with a 45-minute meal break
Travel: Domestic & overseas travel may be required
We currently have an opening on our team for an experienced Executive Staff Assistant to support a Department of State contract.
The Executive Staff Assistant will assist the Coordinator and other Principles in the Front Office of the Bureau with managing day-to-day activities and conferences, domestic and international travel arrangements, funding spend rates for conference expenditures and travel, general administrative office matters and related correspondence control. The incumbent also assists other staff in coordinating the production of information and materials (e.g., written policy guidance, strategy, information and action memoranda, texts of speeches and articles, congressional testimony, talking points, and background information related to particular negotiations or other efforts in resolving problematic interagency or international relationships). Ensures timely action by relevant managers and staff on action items received requiring action by the Coordinator; reviews draft materials and makes or suggests changes as appropriate, anticipating questions likely to be raised. Reviews products for complete staff work, returns items that have not been reviewed by all interested parties or those with which not all relevant parties concur.
DUTIES AND RESPONSIBILITIES:
- Manage day-to-day affairs of the office and serve as key liaison person with CT key personnel from both U.S.G. entities as well as foreign governments.
- Manages activities and conferences, oversees domestic and international travel arrangements.
- Assist other staff in coordinating the production of information and materials (e.g., written policy guidance, strategy, information and action memoranda, texts of speeches and articles, congressional testimony, talking points, and background information related to particular negotiations or other efforts in resolving problematic interagency or international relationships).
- Ensure timely action by relevant managers and staff on action items received requiring action by the Coordinator; reviews draft materials and makes or suggests changes as appropriate, anticipating questions likely to be raised.
- This position will also be required to travel and provide briefings to senior leadership as directed by The Coordinator.
- The Executive Staff Assistant will be a key player in providing support, managerial and analysis
- Review documents and incoming mail for content in order to assign appropriate action/distribution within the CT Front Office
- Receives and makes the appropriate disposition of a high volume of incoming requests from officials in and outside the Department for meetings, conferences, speaking engagements, and attendance at major public forums. Coordinates such requests with relevant staff to ensure timely action is taken on all requests.
- Ensures that appropriate material requiring action is brought to the attention of the Principles and Deputies. Likewise ensures that information and guidance emanating from the Coordinator is promptly conveyed to the other staff.
- Prioritizes tasking requests for memoranda and other information in accordance with directives of the Department’s Executive Secretariat and under appropriate Government supervision.
- Track and monitor the status of memoranda and correspondence within the bureau.
- Reviews all outgoing documents for proper format, consistency, grammatical accuracy, completeness, and alacrity, makes necessary directions or returns to originator for changes.
- Advise CT personnel of overdue items, upcoming deadlines, the priority of issues and format of materials required for the Office’s mission in accordance with Department of State Regulations and under appropriate Government supervision.
MINIMUM EDUCATION / QUALIFICATIONS:
- The incumbent must work with minimal supervision and deal directly and effectively with senior officials of the Department and interagency management.
- A thorough knowledge of the organizational structure of the State Department and the Office of Hostage Affairs as well as the role of each Hostage Affairs staff person combined with comprehensive understanding of the paper flow process to/from the Executive Secretariat, the Secretariat, the Operations Center and the 7th floor Principals is required.
- Ability to perform the following tasks under the conditions as described: Assignments involve simultaneous processing of numerous and different responsibilities and tasking within stringent deadlines. Challenges include meeting deadlines without compromising quality control standards. Document review, distribution, and processing require general substantive understanding of the subject matter and the priority attached to the subject matter by the Office of Hostage Affairs and Department principal officials. Shifting priorities, breakdowns in communication and the inaccessibility of key signatories often obscure courses of action. Decisions must be made concerning the acceptability of bypassing normally essential requirements in situations where streamlining the process is necessary.
- Telework may be required during inclement weather.
Benefits:Raventek Solutions’ competitive benefits program includes comprehensive medical and dental care, matching 401K, paid time off, flexible spending accounts, disability coverage, and other benefits that help provide financial protection for you and your family.
Raventek Solutions provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex/gender, sexual orientation, national origin, age, disability, marital status, genetic information and/or predisposing genetic characteristics, victim of domestic violence status, veteran status, or other protected class status. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation and training. The Company also prohibits retaliation against any employee who exercises his or her rights under applicable anti-discrimination laws. Notwithstanding the foregoing, the Company does give hiring preference to Seneca or Native individuals. Veterans with expertise in these areas are highly encouraged to apply.