Executive Assistant

Overview:

The Bureau of Educational and Cultural Affairs (ECA) has a requirement for full-time support services of a FOIA Govt Senior GIS to provide a variety of administrative services to support its Senior Leadership staff in the ECA Executive Office; support includes, but is not limited to, routine office administrative functions, management of business processes, and time and attendance

Primary Responsibilities:

Provides administrative support directly to Deputy Executive Director Level and above.

• Submitting IT support requests, booking and scheduling rooms, scanning/emailing/copying, printing and assembling documents.
• Manages Contact List and updates contact details.
• Provide draft itineraries for review.
• Ensure adherence to guidelines for travel for FTEs and Contract staff to include ensuring COR approval of all contractor travel prior to processing.
• Process travel in the department’s online travel system (e2) and keep within budget.
• Obtain necessary visas and passports for official staff travel.
• Drafts and edits written materials such as correspondence, memorandum, newsletters, and briefing papers.
• Provides support for bureau projects and/or activities.
• Schedules and provide support for meetings and other events including making room reservations, setting up video or conference, setting up call-in numbers, inviting/tracking attendees, and providing a range of support in advance of and/or during meetings.
• Manages Executive Director’s calendar and serves as lead coordinator on scheduling meetings, RSVP for events, and related logistics.
• Maintains Office supply and equipment inventory and orders supplies and business cards for the Executive Front Office and its staff.
• Receives correspondence and other incoming mail and documents for the Executive Office and distributes accordingly.
• Serves as the Administrative Assistant to the newly created EX Chief of Staff (GS-14)
• Designated to approve conference room reservation requests in the “Reserv!t”online system for all of SA-5. (In rotation).
• Manages the Customer Service Star Program- Description: Creates spreadsheets and monitor emails from different offices as they submit nominees, create a certificate for each awardee and performs an official presentation.
• Manages the Duty Officer Program: In charge of informing the entire bureau of the contact for after hour emergencies. Includes keeping the log and cell phone. (Keeping track of DS-0584 sign in).
• Creates a weekend binder each Friday to keep the Director updated on next week’s meetings and agendas.
• Assists the Director with MyData requests and approving staff leave.
• In charge of releasing ALDACS to the department: All Diplomatic and Consular Posts.
• Creates standard operating procedures (SOPs) for new processes.
• Manages the SharePoint task list.
• Ensures the EX-roster by functional areas are always updated.
• Send out department notices/Clearing department notices.
• Sends out Weekly Activity Reports (WAR) and retrieve information to keep the Bureau of ECA informed.
• Oversees the Parking Allocations and maintains list for the entire Bureau.
• Responsible for Executive Office Time & Attendance.
• Record notes from the weekly staff meetings and send it out for all the attendees.
• Assist with F/O Taskers using the newly appointed Cascades Training System.
• Send submissions for Bureau Newsletter.

Supervisory Responsibilities:

No supervisory responsibilities are noted.

Education and/or Experience:

·         2-3 years of professional experience is required

Knowledge, Skills, and Abilities:

o   Strong written and oral communications skills

o   Pos