Executive Secretary V

Description

• Maintain an organized filing system of paper and electronic documents according to the Department of State record retention policy.
• Ensures automation equipment is operational (paper in the copier/fax machine, changes out printer ink cartridges, calls in work orders).
• Assists with setting up conference calls, coordinating with IT personnel to set up conferences requiring IT support.
• Receives and screens telephone calls and visitors; follow up to ensure necessary action is initiated and subsequently works to ensure that such action is completed as quickly as possible, as applicable and appropriate.
• Prepare managers for appointment by briefing context and background data.
• Enters all forms of correspondence in final form including cables, memorandums, letters, briefing papers.
• Support onboarding and office readiness for incoming CA/EX staff by preparing workspaces, maintaining office management reference materials (e.g., seating charts, phone lists, welcome materials), and coordinating badge access.
• Creates and continually reviews and updates manuals and standard operating procedures for CA/EX.
• Uses a high degree of independent judgment in researching regulations, and in determining the relationship between guidelines and organizational efficiency and program effectiveness; uses his or her judgment in choosing, interpreting, or adapting available guidelines to specific issues or subjects.
• Record minutes from meetings.
• Submits Time and Attendance reporting for CA/EX/GSD personnel and maintain all T&A supporting documents.
• Prepare internal and external documents using a variety of office software, specifically Microsoft Word, Power Point, Publisher, Excel, and SharePoint according to CA and Department of State writing standards.
• Acknowledge and adhere to all standards for conduct, internal controls, the Privacy Act, and the protection and safeguarding of all Personally Identifiable Information (PII).
• Maintains work area in a professional manner (work area must be clean, presentable, and organized, per COR guidance).
• Works with CA’s Staff Assistants and Executive Assistants to monitor internal tasks, deadlines, and deliverables.
• Assists with prepping conference rooms before and after social events and official events during the workday.
• Assists with coordinating meetings, scheduling conference rooms, ordering supplies, and other administrative duties.
• Track, read, and analyze incoming correspondence, memoranda, submissions, and substantive policy papers to determine significance and coordinate appropriate distribution between CA/EX and directorates/offices.

Requirements

• Highly resourceful team-player and the demonstrated ability to work independently (i.e., self-starter).
• Demonstrated multi-tasking abilities to achieve performance goals and meet changing deadlines in a fast-paced and dynamic environment.
• Ability to maintain a strict level of confidentiality.
• Proficient in Microsoft Office software (SharePoint, Excel, Word, PowerPoint, Teams, Access, etc.).
• Excellent customer service skills, including customer needs assessments, meeting quality standards for services, and proactive and on-going evaluation of customer satisfaction.
• Ability to interact effectively with others, in particular colleagues and personnel from senior executive to working level.
• Must be a U.S. citizen with a minimum SECRET clearance.
• Excellent organizational, communication, and writing skills to include timely and accurate responses to customers’ and colleagues’ needs and citing policy and procedures when applicable.
• Ability to multi-task, triage and re-prioritize as needed.
• Ability to plan, draft, create, schedule, and/or implement projects and studies to completion to evaluate and recommend ways to improve the effectiveness and efficiency of work operations in a program or support setting.
• Demonstrated proactive approach to problem solving and decision making.
• Big-picture thinker, who pro-actively seeks opportunities for improvements and proposes sound and logical solutions.
• Bachelor’s Degree and five to seven years of proven experience in administrative or management support.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance