Administrative Assistant

Notice:
This position requires a Top-Secret Security Clearance.

Administrative Assistant for the Bureau of Legislative Affairs Congressional Travel Office (H/CTO) to provide schedule management, travel planning, public and customer contact support, mail and correspondence support, reporting assistance, and other administrative duties as assigned. The position will provide support to the Legislative Management Officer (LMO) for the H Congressional Travel Office (H/CTO) under the supervision of the Director of CTO.

LMO provides support services to the Bureau of Legislative Affairs to resolve a wide range of unanticipated and complex administrative problems encountered by posts worldwide in managing official Congressional foreign travel, and to support official Congressional travel overseas.

• Serveas a liaison between the H Assistant Secretary and senior officials both within and outside the Department, keeping them informed of actions taken by the Assistant Secretary or views on problems with which they are concerned and follow up on actions requested of other offices or administrative commitments made; keeps the Assistant Secretary continually informed. Transmit and interpret instructions from the Assistant Secretary to members of staff and others in the Department.
• Managethe Assistant Secretary’s travel, sensitive correspondence flow, changing schedules, senior-level visitors and fast paced multiple office complexities in a highly visible office environment.
• Carry out special and confidential assignments which require a high degree of tact and diplomacy, a comprehensive knowledge of the operations of the Department and of problems with which the Assistant Secretary is concerned, and a personal knowledge of the Assistant Secretary’s views. On such matters, gathers information and material, analyzes it and prepares recommendations or reports for signature.
• Provide administrative and clerical support to bureau management and staff as assigned
• Maintain and coordinate the Assistant Secretary’s calendar of substantive appointments and ensures that priority needs are considered and met.
• Receive and process all requests for meetings, speaking engagements, and invitations which are directed to the Assistant Secretary. Follow up to ensure proper execution of commitments and obligations incurred in telephone conversations, meetings and invites; make final commitments, refers matters to staff members or reschedules appointments as the incumbent, in consultation with the Assistant Secretary, as deemed necessary.
• Adviseof appointments and other commitments which might have a bearing on future decisions.
• Handle requests for meetings and appointments and decides the distribution of time and, working closely with the Special Assistant, as needed, prepareor request preparation of briefs indicating purpose of briefings by appropriate officers; perform necessary research for materials relevant to appointments to ensure priorities and obligations are met, and discusses with officials invited to meetings the subject of such meetings in order that they will be properly informed and supplied with necessary information.
• Assists in arranging other meetings and conferences and obtain pertinent material from Departmental offices and other sources as needed.
• As needed and assigned, serves as Unit Security Officer (USO) with direct supervision by the Office Director
• As assigned makes careful searches for information difficult to obtain, compiles data and makes preliminary analysis.
• Assist in the coordination between H and L-H/EX, requesting assistance on behalf of management to ensure that operations in H run smoothly
• Arranges and coordinates travel plans, itineraries, visas and country clearances necessary…