Job Openings >> Administrative Assistant
Administrative Assistant
Summary
Title:Administrative Assistant
ID:2146
Location:Arlington, VA
Company:RavenTek Solutions
Security Level:Secret
Description

We currently have an opening on our team for an experienced Administrative Assistant to support the Near Eastern Affairs of the Department of State. This position is located in the High Threat Programs (HTP) Directorate in the Bureau of Diplomatic Security (DS).

 

Title: Administrative Assistant

Rate: GS 10-10 (Approximately)

FSLA: Non-Exempt
Location: Arlington, VA
Schedule: Full-time, M-F, 8:15 AM to 5:00 PM, with a 45-minute meal break
Travel: N/A

Clearance Level: Active Secret Clearance (DoD preferred)
 

 

The Administrative Assistant performs a variety of clerical, administrative, and program tasks in support of DS/HTP. These duties include day-to-day administrative and clerical support for DS/HTP staff; typing in final form a variety of documents such as memoranda, letters, and cables; maintaining control records on incoming correspondence and action documents; distributing incoming/outgoing mail; answering telephone calls, scheduling and maintaining calendars for appointments, meetings, and providing general administrative support for the Directorate. The Administrative Assistant performs other duties and completes special projects as assigned by the DS/HTP Resource Manager.

 

DUTIES AND RESPONSIBILITIES:

 

  • Provide direct and detailed administrative support to the Resource Manager and HTP leadership.
  • Coordinate with HTP Resource Management staff to facilitate communication between the Deputy Assistant Secretary (DAS), HTP Office Directors, liaison officers, and other relevant staff.
  • Provide coverage in absence of Front Office Staff Assistant, HTP/RD Office Management Specialist, and HTP/SP Office Management Specialist.
  • Use database management, project management, and other management tools to contribute-to and monitor project activities.
  • Identify, develop, and implement solutions to improve and streamline processes and procedures.
  • Prepare a variety of memoranda, briefing materials, status reports, and other official documents.
  • Assist in the delivery, analysis, and resolution of operational issues, which may require action by the DAS and Office Director level positions.
  • Conduct special projects requiring compilation of data, interpretation of findings, and development of final product.
  • Manage meeting requirements and ensure location or telecommunication capability is available. Collect materials, reports, and develop agendas prior to meetings/briefings.
  • Maintain reports, review correspondence and key items that directly impact staff.
  • Assist in development of program and/or administrative processes to ensure compliance requirements are fulfilled.
  • Conduct special projects requiring compilation of data, interpretation of findings, and development of final product.
  • Manage meeting requirements and ensure location or telecommunication capability is available. Collect materials, reports, and develop agendas prior to meetings/briefings.
  • Maintain reports, review correspondence and key items that directly impact staff.
  • Assist in development of program and/or administrative processes to ensure compliance requirements are fulfilled.
  • Coordinate routine correspondence with administrative and executive staffers, ensuring punctuation, capitalization, spelling, grammar, and format is accurate; finalize documents, secure signatures, and ensure electronic or physical delivery of correspondence to appropriate addressee.
  • Track tasks assigned to DS Resource staff.
  • Maintain organization of files on SharePoint and shared drives.
  • Provide support and planning for DS/HTP domestic and international workshops/conferences.
  • Coordinate purchase requests for office supplies; track office equipment issues.
  • Coordinate routine correspondence with administrative and executive staffers, ensuring punctuation, capitalization, spelling, grammar, and format is accurate; finalize documents, secure signatures, and ensure electronic or physical delivery of correspondence to appropriate addressee.
  • Track tasks assigned to DS Resource staff.
  • Maintain organization of files on SharePoint and shared drives.
  • Provide support and planning for DS/HTP domestic and international workshops/conferences.
  • Coordinate purchase requests for office supplies; track office equipment issues.
  • Administrative manager and point of contact for both directorate conference rooms.
  • Manage HTP personnel overseas/domestic travel plans to include authorizations, vouchers, visas, and agenda coordination with Desk Officers reaching out to Post.
  • Review DS Liaisons memorandums of understating (MOU) with the different Department of Defense (DoD) Global Combatant Commands (GCC) to ensure ongoing support of these positions.

 

 

SPECIAL KNOWLEDGE AND EDUCATIONAL REQUIREMENTS:

  • U.S. Government Security Clearance – Secret.
  • Undergraduate degree from an accredited institution and a minimum of one to three (1-3) years administrative experience.

OR

  • Associates degree from an accredited institution, and a minimum four (4) years’ experience; two (2) years supporting the Foreign Service (Department of State) as an administrative assistant for Foreign Service Officers or Senior Foreign Service Officers is preferred.

AND

  • Highly proficient computer skills (i.e. Microsoft Word, Outlook, PowerPoint, Access and Excel).
  • Strong writing, proof reading, and editorial skills.
  • Excellent written and verbal communications skills and able to interface effectively with senior officials.
  • Strong administrative services experience to include administrative/clerical processes and procedures (travel, training, payroll, supplies, briefings, reports, file management, dissemination of classified information and preparing official correspondence).
  • Excellent interpersonal skills working with individuals at all levels within the organization.
  • Possess strong multi-tasking skills with the ability to work effectively and efficiently in a high-volume work environment.
  • Ability to work in a fast-paced environment to meet deadlines and handle pressure situations is a must.

 

PREFERRED QUALIFICATIONS:

  • Familiarity with foreign affairs agencies.

 

 

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.

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