Executive Management Assistant

Overview

This position is located in the Office of Management Services (DS/EX/MGT), Bureau of Diplomatic Security (DS), Department of State. The incumbent will conduct organizational studies and evaluations, design systems and procedures, conduct work simplifications and measurement studies, provide administrative and office management support to the MGT Office Director, as Senior Executive Service position, and prepare operations and procedures manuals to assist management in operating more efficiently and effectively.

Additionally, the position will provide limited administrative support (as specified below) to the Contracting and Procurement (DS/MGT/CAP) Division Chief, a GS-15 position and subordinate Division of MGT. They will coordinate with other administrative, operational, and logistical entities within the subordinate Divisions of MGT, as well as throughout the Bureau to ensure the continuity of executive level activities.

MAJOR

DUTIES & RESPONSIBILITIES:

• Analyze administrative processes and/or programs for the Office and subordinate Divisions.
• Prepare and/or edit office documents, such as routine correspondence, cables, memoranda, letters, briefing papers, reports etc.; proofread documents received for the Office Director’s signature; organize and prioritize documents directed to the office; ensure deadlines are monitored and met.
• Perform word processing, database, SharePoint, and spreadsheet activities; maintain SharePoint and other databases and archives.
• Coordinate the review and clearance of assigned tasks with the subordinate Divisions and/or other Bureau offices as required.
• Support the preparation of various recurring reports including but not limited to monthly, quarterly, cumulative semi-annual and cumulative annual reports of use of travel services.
• Maintain the Office Director’s shared calendars; maintain, update, and manage the Office Director’s schedule; organize, schedule and identify appropriate space for meetings and office events; screen and answer incoming calls.
• Maintain the Contracting and Procurement Division Chief’s (DS/MGT/CAP) shared calendars; maintain, update, and manage the Division Chief’s schedule; organize, and schedule and identify appropriate space for meetings and division events.
• Provide technical guidance and assistance to lower-level staff in the review of documents and assigned tasks.
• Support proper security protocol, act as visitor escort, and oversee proper storage and handling of classified documents and the destruction of classified material as directed. Serve as Unit Security Officer and/or Assistant Special Security Representative as needed or directed.
• Attend meetings and record/distribute minutes derived from the meetings as assigned.
• Manage and maintain the office filing system, organize and retire records as appropriate and per mandatory records retirement schedules.
• Maintain employee records and contact information and prepare Time and Attendance records for Government hires using WebTATEL software, for MGT front office employees as well as for DS/MGT/CAP employees.
• Act as proxy for the Office Director to monitor the preparation and submission of annual evaluations for Civil Service and Foreign Service personnel.
• Coordinate with office administrative staff to order office supplies and equipment and organize repairs of facilities or office equipment.
• Assist with Staff Assistant duties as needed, including but not limited to duties related to the management of assigned taskers, maintenance of office infrastructure, equipment, and space, creation of official travel arrangements, submission of passport and visa paperwork, and preparation of travel vouchers for program office personnel.
• Perform other related duties as assigned.

PROFESSIONAL…