Executive Assistant

Job :
Category:
Mission & Business Operations Services
Type:
Full-Time Salaried
Company:
Nakupuna Solutions

Job Location s: US-D.C.

-Washington

Nakupuna Solutions seeks an Executive Assistant to support the U.S. Department of State's Bureau of Global Health Security and Diplomacy (GHSD). GHSD leads and coordinates the Department's work to strengthen global health security and prevent, detect, and respond to infectious diseases, including HIV/AIDS. The Bureau leads U.S. diplomatic engagement, leverages and helps coordinate U.S. foreign assistance, and promotes international cooperation at the national, regional, and multilateral levels to better protect the United States and the world from health threats.

GHSD elevates and integrates global health security as a core component of U.S. national security and foreign policy.

The Executive Assistant will support GHSD offices and teams as they advance U.S. global health priorities, including implementation of the America First Global Health Strategy (AFGHS). The position may be assigned to support Health Programs, Health Diplomacy, Outbreak Detection and Response, Program Transition and Supply Chain, Program Planning and Evaluation, the Foreign Assistance Hub, the CGFS Budget Team, or another designated GHSD-supported office or team.

The Executive Assistant will provide comprehensive administrative and operational support to office leadership and staff, helping ensure schedules, meetings, travel, correspondence, briefing materials, visitor access, and other office requirements are managed efficiently and professionally. The position requires exceptional organization, discretion, responsiveness, and attention to detail, as well as the ability to manage multiple competing priorities and work effectively with senior Department officials, interagency partners, international stakeholders, and other external partners.

• Scheduling and Calendar Management:
  • Coordinate with internal and external stakeholders to schedule engagements, resolve scheduling conflicts, and ensure leadership has appropriate time and information to meet priority requirements.
  • Adjust schedules and appointments as requirements change and maintain awareness of competing priorities, deadlines, and office commitments.
• Meeting and Event Coordination:
  • Coordinate meetings, briefings, conferences, and events, including scheduling participants, reserving meeting space, arranging virtual participation, and supporting associated logistics.
  • Prepare, print, organize, and distribute briefing materials, agendas, read-ahead packages, and other meeting materials.
  • Take and prepare meeting notes, summaries, or action items for international, interagency, internal, or public meetings as required.
• Travel Arrangements and Support:
  • Coordinate domestic and international travel for office leadership and staff, including transportation, lodging, itineraries, and other required arrangements.
  • Support passport and visa processing and other international travel documentation requirements.
  • Prepare and process travel authorizations, itineraries, vouchers, and related documentation in accordance with Department of State policies and procedures, including use of the E2 travel system or other designated Department travel-management systems.
• Building Access and Visitor Support:
  • Coordinate building access and escort staff, visitors, and external stakeholders into secure Department of State facilities as required.
  • Ensure visitor access and escort activities are conducted in accordance with applicable Department security requirements and procedures.
• Phone and Guest Reception:
  • Receive and appropriately route telephone calls, inquiries, visitors, and requests for information.
  • Greet visitors and stakeholders professionally and ensure they are connected with the appropriate office personnel.
• Correspondence and Briefing Support:
  • Assist with the preparation, proofreading, formatting, routing, and distribution of correspondence, memoranda, briefing papers, reports, and other office products.
  • Coordinate large volumes of administrative and executive-level correspondence and help ensure materials are accurate, complete, appropriately formatted, and submitted within established deadlines.
• Records and Communications Management:
  • Ensure official communications and administrative records are appropriately received, routed, maintained, and handled in accordance with Department of State records-management requirements and office procedures.
  • Maintain…