Administrative Assistant

All Native Group is seeking an Administrative Assistant / Senior Administrative Professional to support the Office of the Legal Adviser (L), U.S. Department of State, in Washington, DC. L advises and represents the Department on all international and domestic legal policy issues connected with U.S. foreign policy and is made up of 26 legal offices that rely on professional administrative and records support.

The Administrative Assistant serves as the forward face of the office, manages executive calendars and correspondence, and acts as office manager for the executive's organization. Candidates must be U.S. citizens with a Secret security clearance.

Essential Functions

• Composes correspondence on administrative matters and general office policies for the executive's approval, based on knowledge of the executive's views.
• Anticipates and prepares materials the executive needs for conferences, correspondence, appointments, meetings, and telephone calls.
• Reads publications, regulations, and directives, and acts on or refers items important to the supervisor and staff.
• Prepares special or one-time reports, summaries, and replies to inquiries using information drawn from reports, documents, correspondence, and other offices.
• Establishes appointment priorities; schedules, reschedules, or declines appointments and invitations; arranges for staff to represent the organization at conferences and meetings.
• Reviews outgoing correspondence for the executive's approval and alerts writers to conflicts with the file or departures from policy or the executive's viewpoints.
• Summarizes incoming materials, gathered information, and meetings; notes commitments made by the executive and arranges for staff implementation.
• In the executive's absence, ensures requests for action or information reach the appropriate staff member and decides whether the executive should be notified of important or emergency matters.
• Acts as office manager for the executive's organization: identifies when new procedures are needed, devises and implements alternatives, and revises procedures to eliminate conflict or duplication.
• Prepares conference agendas, explains discussion topics to participants, and develops background information and outlines for speeches.
• Serves as the forward face of the organization: receives and escorts guests, answers phone and email inquiries, and interfaces with DOS management, Executive Directors, senior contractor personnel, and high-ranking outside officials (e.g., state or city officials, members of Congress).
• Advises secretaries in subordinate offices on new procedures and requests information from subordinate offices for conferences, reports, and inquiries.
• Compiles and maintains records of business transactions and office activities; opens and routes incoming mail, answers correspondence, and prepares outgoing mail.

• Attends weekly program management meetings and inter-agency meetings; processes program documents and produces program reports; performs miscellaneous audits.
• Develops and maintains program databases and master files; instructs mid-level administrators and program users on procedures and policies.
• Produces special projects, including electronic time and attendance and travel arrangements in the electronic travel system; serves as a unit security officer.
• Receives training requests, develops training rosters, assembles training materials, sets up the training room, and conducts one-on-one training sessions.
• Provides administrative support to program managers on specific Department programs and projects.

Competencies

• Excellent customer service and multi-tasking skills.
• Advanced writing skills to compose difficult, detailed correspondence and recommend updates to department documents.
• Ability to…