Senior Staff Assistant

The purpose of this task order is to provide professional services in the form of one (1) Senior Staff Assistants, who will support the R/PPR front office by performing the tasks described in this Statement of Work.

Job Duties:

• Manage administrative support projects for the office, including developing systems and processes to support the projects; organizing, coordinating, and staffing regular meetings for the projects; drafting talking points, memoranda, and documents; taking accurate minutes of meetings; tracking implementation of the projects; responding to basic inquiries about the projects

• Provide recommendations to senior leadership on substantive matters related to office management, administrative functions, and engagement with other Department bureaus.

• Make administrative arrangements for conferences and meetings, apprise participants of necessary details, and ensure that all references and background documents are available.

• Prepare a physical and/or electronic binder outlining each coming day’s activities and compiling relevant preparatory paper for senior leadership.

• Track due-outs and follow-up items from senior leadership’s interactions, draft email and written correspondence as needed, and assign action to others as appropriate.

• Process incoming and outgoing materials including correspondence, reports, memoranda, and other written communications.

• Assign review and clearance responsibilities for incoming materials to subject matter experts, communicate with stakeholders to ensure deadlines are met, track status and monitor completion.

• Assign responsibility for drafting specialized correspondence, memos, briefing materials, presentations, and other informational products to subject matter experts.

• Provide guidance, feedback, and substantive editing support to drafters of informational products for senior leadership.

• Respond to queries on taskers and clearance requests from within the office and from other bureaus/offices.

• Edit letters, compose reports, review correspondence for accuracy and completeness, prepare presentation outlines, develop standard or form letters, and reply to inquiries.

• Develop background information and prepare outlines for senior leadership’s briefings, papers, and correspondence/reports.

• Advise leadership of important issues arising during their absence from the office, bringing significant items in reports, files, and correspondence to leadership’s attention.

• Prepare varied documents such as newsletters, brochures, flyers, special reports,briefings, manuals, etc. by integrating and laying out text and graphics on a page;adjusting the size of charts, graphs and pictures; applying publishing capabilities toenhance the presentation of data; changing tables to graphs; adding boxed explanatory text; highlighting/shadowing material; superimposing graphs with other graphs or clip art; importing graphics into text, etc.

• Prepare and gather all relevant trip materials for leadership travel and compile into a physical and/or electronic binder.

• Provide training support to junior staff assistants on governing procedures, regulations, and policies.

• Coordinate and communicate with team members to ensure timely action is taken for pending taskers and clearance requests.

• Participate in regular meetings with members of the front office to provide updates on taskers and clearance requests.

• Knowledge of administrative management and organization principles, concepts, methods, and practices to provide a variety of administrative support functions that contribute to the smooth and efficient operation of the Office.

• Preferred but not required:
  Knowledge of applicable Department of State administrative rules, regulations, policies, and procedures, particularly concerning time and…