Executive Assistant- Office of EX GSD

Overview

The Work

The Executive Assistant provides high-level administrative and operational support to the EUR-IO/EX Front Office, including the Executive Director, two Deputy Executive Directors, and Supervisory Post Management Officer. This position requires discretion, initiative, and the ability to manage competing priorities in a fast-paced federal environment while handling confidential information.

Key Responsibilities

Executive and Administrative Support:

• Maintain executive appointment schedules by planning and scheduling meetings, conferences, and teleconferences. Make room arrangements/reservations and other logistical arrangements, as needed.
• Conserve executive time by reading, researching, and routing correspondence; draft letters and documents; collect and analyze information. Provides summaries or action items to executives.
• Manage continuous and smooth flow of information, including cables, correspondence, briefing papers, and memoranda to ensure timely delivery to principals.
• Prepare and deliver briefing books for Front Office executives.
• Perform special assignments on request, providing substantive support to members of the EX team, as needed.
• Maintains a SharePoint library of EX SOPs and Management Notices and updates them or works with responsible office to update annually.
• Serve as backup to other EUR-IO/EX Executive Assistants, as needed.

Document Preparation and Management:

• Create, prepare, clear, and edit organizational charts, memos, and general office documents.
• Prepare and edit standard operating procedures.
• Proofread documents to eliminate typographical errors before returning to drafters.
• Work from draft or edited documents to record, update, print documentation, and produce monthly reports.
• Prepare reports by collecting and analyzing information.
• Maintain records of work accomplished; file and document completed work.
• Cooperate with others on large, complex publication efforts.

Meeting and Travel Coordination:

• Coordinate and provide administrative support for conferences and meetings.
• Oversee all aspects of travel for Director, Deputy Directors, and S/PMO including logistics, transportation, and generation of government travel orders and vouchers. May also assist PMO team with any and all aspects of travel, as needed.
• Prepare and submit taxi vouchers and other reimbursables to budget office.

Human Resources and Administrative Processing:

• Track and submit time and attendance through State Department systems for civil service and foreign service officials in accordance with Department requirements and HR policies.
• Assist with annual evaluation documents to include compiling, editing, and submitting FS and CS annual performance evaluations into the HR Database.
• Track Chief of Mission absences, prepare EUR and IO official responses, assist overseas posts with submissions and responses, as needed.
• Lead on coordination of EUR/IO-EX annual Congressional reporting.

Information Technology and Knowledge Management:

• Serve as SharePoint site expert for all EX SharePoint sites; maintain continuous updates and improve accessibility, archives, and functionality.
• Provide regular training and briefings on SharePoint use to manage paper flow within and outside the Bureau.
• Manage email groups and distribution lists in Outlook and other software.
• Coordinate with Executive Office to update organizational charts, emergency contact information, and phone charts.

Office Operations:

• Welcome guests and customers by greeting them in person or by telephone; answer or direct inquiries. Covers the EX door for visitors in the absence of the OMS who performs this role.
• Distribute and maintain daily office calendars, ensuring they are always up-to-date for executives.
• Maintain office supplies and…