Executive Assistant Job at Clearance Jobs in Washington

divh2Executive Assistant/h2pGoldbelt C6, LLC., is seeking an Executive Assistant to perform administrative tasks in the Department of State, Bureau of Intelligence and Research (INR) Office of the Executive Director (INR/EX). This position will provide executive support to INR, the Department, and the Intelligence Community (IC) in the areas of human resources, budget, security, general services, and strategic and emergency planning./ppResponsibilities/ppEssential Job Functions:/polliReceives visitors and telephone calls; determines the nature of the visit/call; determines which visits and calls can be handled personally and whether referral to the supervisor or other staff is required. The contractor is authorized to give out routine and/or special information to visitors/callers upon determining clearance level./liliThe work is usually performed in an office setting inside a Sensitive Compartmented Information Facility (SCIF). The contract shall maintain a secure office environment and escorts visitors in accordance with security procedures./liliMaintains the daily calendar and schedules the activities of the staff. The contractor independently establishes priorities, appointments, meetings and/or representation by subordinates. Advises the supervisor of appointments and other commitments that might have a bearing on future decisions./liliMakes arrangements for meetings and conferences including location and time, informs all participants of arrangements and provides background information to them as required. Maintains a list of all participants. The contractor takes notes and reports action taken to appropriate staff members, then follows up to ensure necessary action is completed./liliControls all correspondence; receives incoming classified and unclassified mail and determines whether correspondence ought to be brought to the attention of the Director, referred to appropriate staff, or handled personally./liliServes as liaison for the Director, staff, and other offices in the Bureau and the Department; ensures the staff is informed of the Directors plans and commitments; tracks issues and papers assigned to staff members and informs Director of status; informs staff members of the Directors instructions and requests./liliMakes arrangements for travel of the Director and staff, including scheduling of all appointments, securing travel, local transportation, and hotel reservations, passports, visas, and travel advances; Submits travel authorizations for approval in E2 for office Director and staff. Prepares and submits vouchers from travel diaries and notes upon their return./liliReviews correspondence and documents prepared for the Directors signature for conformance with policy and regulations, as well as for correct grammar and format; obtains clearances, referenced materials, and background information as required; composes non-technical, routine correspondence on own initiative as necessary./liliEstablishes and maintains the Directors personal files; searches for difficult-to-obtain information; compiles data; summarizes information relevant to a particular issue; archives classified files according to established procedures./liliPrepares letters, reports, office instructions, etc., from rough draft or general outline presented by the supervisor. The contractor is responsible for the correct spelling, punctuation, grammar, and format of completed work./liliPerforms additional assignments, studies, and special projects at the direction of the supervisor./liliThe incumbent may be assigned to provide similar administrative support services to other offices within the Bureau should the need arise./liliPlans and coordinates a variety of service functions essential to the orderly and efficient operation of assigned office activities in the areas of procurement, conference planning, and prepares travel budget estimates and justifications of purchases./liliAttends weekly meetings to plan overall program management strategy and attends inter-agency meetings addressing program issues./liliProcesses program-related documents and analyzes and produce program report, develops and maintains program databases and master files and performs miscellaneous audits as requested./liliReceives training requests and develops the training roster, assembles training materials and sets-up training room, briefs trainees on application completion and accounting information, performs one-on-one training sessions and briefs executive directors on edits to training materials./liliPosition requires regular interaction with Deputy and Assistant Secretary-level personnel. Management of all logistical elements of Senior Executive meetings, travel and other event coordination, as well as other duties as assigned./li/olpQualifications/ppNecessary Skills and Knowledge:/pulliKnowledge and high proficiency with Microsoft Offices Word, Outlook, Excel, Access, PowerPoint, Publisher and MS Project Experience./liliKnowledge of various automated management systems and software packages, including the Departments ARIBA/ILMS and E2 systems./liliFamiliarity with Department manuals, circulars, instruction, and directives./liliAbility to learn and apply an advanced understanding of the organization and its functional policies and processes./liliAbility to manage dynamic calendars for management including event planning with external vendors./liliAdvanced writing skills to compose more difficult, detailed correspondence and to recommend updates to department documents as needed./liliAbility to work both independently and with others. Strong attention to detail./liliAbility to multi-task and work under tight deadlines. Excellent organizational, interpersonal, and communication skills (both written and oral)./liliFamiliarity with ISO requirements, standards and processes./liliCivilian or Defense agency experience providing administrative support to Senior Executive positions./li/ulpMinimum Qualifications:/pulliHigh School Diploma or GED./liliMinimum three (3) years of related experience./liliSome travel may be required./liliCurrently has an active TS/SCI clearance./li/ulpPreferred Qualifications:/pulliBachelors degree in a related field./liliAt least five (5) years of executive level office management experience, or equivalent experience is highly desired./liliPrior experience working with the U.S. Department of State is highly desired to understand the culture and environment./li/ulpPay and Benefits/ppThe annual salary range for this position is $87,000 to 92,000. At Goldbelt, we value and reward our teams dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, youll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities./p/div