Executive Assistant - Office of EX​/GSD

** Overview*
* ** The Work*
* The Office Management Secretarial Support Specialist ensures day-to-day operations by managing correspondence, coordinating schedules and meetings, maintaining records, and supporting internal and external stakeholders.

** Responsibilities*
* ** Key Responsibilities*
* + Answer telephone calls; receive, greet, and escort visitors; and refer inquiries to appropriate staff members, as necessary.

+ Schedule and coordinate appointments and meetings and arrange conference rooms using the Department's conference room reservation platform (ReserveIT).

+ Manage files and records, including preparing files, folders, and other federal records for archiving or disposal in accordance with the Department's records disposition schedule.

+ Utilize scanning equipment to digitize, upload, and file documents in appropriate electronic repositories.

+ Prepare and route a wide range of documents (e.g., reports, correspondence, memoranda, cables, diplomatic notes) in accordance with Department standards and procedures.

+ Download materials from Department-approved computer systems, the internet, and the intranet, ensuring proper storage and distribution.

+ Send and retrieve materials via facsimile and ensure proper documentation and tracking.

+ Deliver materials and packages or coordinate pickup and distribution as required.

+ Copy, collate, and assemble documents and other materials to support meetings, briefings, and official activities.

+ Prepare and submit Time and Attendance data using the Department's electronic submission system (WEB TATEL), ensuring accuracy and timeliness.

+ Prepare travel orders and support all aspects of travel arrangements using E2 Solutions.

+ Prepare travel, taxi, and other reimbursement vouchers in accordance with applicable regulations and procedures.

+ Prepare documentation to request diplomatic passports for staff members and obtain visas for travelers in a timely manner, either through coordination with the Passport Office or by hand-carrying applications, as required.

+ Draft country clearance requests utilizing the Department's my Services system.

+ Serve as the first point of contact for office SharePoint sites and update the program office SharePoint Bureau page and office directories as needed.

+ Finalize and deliver documentation intended for 7th floor Principals, ensuring accuracy, completeness, and adherence to established formats.

+ Retrieve and monitor all ALDAC cables through the SMART system and ensure appropriate routing and awareness within the office.

+ Compile client's annual performance appraisal documentation for Civil Service and Foreign Service staff and upload materials into the  client ePerformance Human Resource database.

+ Order office supplies as needed through the bureau work order system (my Services) and coordinate the pickup of supplies with the Supply Coordinator.

+ Provide logistical support for internal conferences and meetings, including room setup, materials preparation, and coordination with service providers.

+ Prepare work orders for services and supplies required for effective office operations and coordinate these requirements with the General Services Officer.

+ Maintain the office management calendar by arranging and scheduling appointments, handling meeting requests, and providing updated calendar information to management on a daily basis.

+ Prepare meeting briefs for managers, clearly indicating the purpose of appointments and providing relevant background information.

+ Record minutes from meetings and prepare associated briefing materials for distribution and follow-up.

+ Develop and maintain standard operating procedures (SOPs) related to office administration to ensure consistency and efficiency.

+ Update office management information such as seating charts, organization charts, phone lists, and welcome books, ensuring that all reference materials remain current and accurate.

+ Other duties as assigned.

** Qualifications*
* ** Qualifications - Here's What You Need*
* + High school diploma and three years of relevant office management experience OR

A two-year college degree in Office Management, Business Administration, or other related field together with two years of office management experience.

+ Active Secret clearance is required for this position.

+ Knowledge of establishing travel arrangements via E2 Systems.

+ Working knowledge of State Department travel policies.

+ Due to the nature of work at the client's facility, U.S. Citizenship is required.

+ Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment.

** Minimum

Skills:

*
* + Exceptional interpersonal skills with the ability to communicate in a clear, professional, and articulate manner.

+ Exceptional verbal and written communication skills.

+ Excellent organizational, analytical, and problem-solving skills with high-level attention to detail.

+ Proven ability to multitask and prioritize in a fast past…