Overview

***This position requires an active Secret clearance.***

Administrative Assistant - Washington, DC

$83,124.06

Position Overview

The Administrative Assistant provides comprehensive administrative and liaison support to bureau Directors, Deputy Directors, Deputy Assistant Secretaries, and other staff. The role requires strong organizational and communication skills to ensure the smooth flow of information, policy guidance, and advice between the EAP front office and the affected supervisors and members of the EAP Staff. The Administrative Assistant is responsible for a wide range of administrative tasks, including correspondence management, travel arrangements, office logistics, supply inventory, and coordination of meetings. The position requires the ability to work independently, manage multiple tasks, and prioritize responsibilities in a fast-paced, multi-cultural team environment.

Experience, Education, Skills, Abilities required: 

• Must be a US Citizen. 
• High school diploma or equivalent; associate’s or bachelor’s degree preferred.
•  6 to 9 years of general office experience or an equivalent combination of education and general office experience.
• At least one year of experience with E2
  • Booking trips of various complexity, handling and assisting with trip vouchers. 
  • Arranging trips for 10 or more people
• Knowledge of State Department travel policy.
• At least one year of experience with procuring supplies via ILMS/ARIBA.
• Ability to manage multiple tasks, coordinate activities, and work well in a multi-cultural team environment.
• Strong organizational, communication, and interpersonal skills.
• Ability to work independently, assess priorities, and manage daily coordination of details.
• Experience and proficiency in Department of State software and systems preferred but not required.
• Basic computer skills (Microsoft Office suite).
• Must pass pre-employment qualifications.

Responsibilities include, but not limited to: 

•  Provide administrative and liaison support to bureau Directors, Deputy Directors, Deputy Assistant Secretaries, and other staff.
•  Serve as the Special Assistant to the Director and Deputy Director of EAP, acting as the principal point of contact/liaison with the bureau's Office of the Assistant Secretary.
•  Ensure seamless and timely flow of information, policy guidance, and advice between the EAP front office and supervisors and members of the EAP Staff.
•  Coordinate administrative tasks such as travel arrangements, office logistics, supply inventory, and other special administrative support as required.
•  Manage incoming/outgoing correspondence, including reviewing, distributing, and maintaining related office files.
•  Assist with coordinating meetings, scheduling conference rooms, monitoring staff leave, ordering supplies, and other administrative duties.
•  Monitor internal tasks, deadlines, and deliverables in collaboration with EAP Special Assistants.
•  Maintain office calendar, arrange appointments, and prepare meeting briefs and briefing materials.
•  Serve as T&A administrator, prepare and maintain T&A reports, and monitor office leave schedule.
•  Support the operational efficiency of automation equipment and coordinate IT support for conferences and events.
•  Develop and update standard operating procedures related to office administration.
•  Coordinate badge access for EAP employees.
•  Assist with GSD Tracker/Ariba requests, Rhythmyx updates, and evaluations process via GEMS.
•  Serve as SharePoint site expert, improving accessibility, archives, and functionality.
•  Provide coordination and quality control for communications within the office and with external stakeholders.
•  Contribute to program development, administrative policies, and processes for EAP.
•  Utilize independent judgment in researching regulations and guidelines to improve organizational efficiency and program effectiveness.
•  Provide support services for passport/visa program and escort personnel as required.
• Perform other job-related duties as assigned.

Benefits: Medical, Dental, Vision, 401K and other possible benefits as provided.