Executive Assistant - Office of EX/FO

Overview

The Work

The Executive Assistant provides high-level administrative and operational support to the EUR-IO/EX Front Office, including the Executive Director, two Deputy Executive Directors, and Supervisory Post Management Officer. This position requires discretion, initiative, and the ability to manage competing priorities in a fast-paced federal environment while handling confidential information.

Responsibilities

Key Responsibilities

 

Executive and Administrative Support:

• Maintain executive appointment schedules by planning and scheduling meetings, conferences, and teleconferences. Make room arrangements/reservations and other logistical arrangements, as needed.
• Conserve executive time by reading, researching, and routing correspondence; draft letters and documents; collect and analyze information. Provides summaries or action items to executives.
• Manage continuous and smooth flow of information, including cables, correspondence, briefing papers, and memoranda to ensure timely delivery to principals.
• Prepare and deliver briefing books for Front Office executives.
• Perform special assignments on request, providing substantive support to members of the EX team, as needed.
• Maintains a SharePoint library of EX SOPs and Management Notices and updates them or works with responsible office to update annually.
• Serve as backup to other EUR-IO/EX Executive Assistants, as needed.

 

Document Preparation and Management:

• Create, prepare, clear, and edit organizational charts, memos, and general office documents.
• Prepare and edit standard operating procedures.
• Proofread documents to eliminate typographical errors before returning to drafters.
• Work from draft or edited documents to record, update, print documentation, and produce monthly reports.
• Prepare reports by collecting and analyzing information.
• Maintain records of work accomplished; file and document completed work.
• Cooperate with others on large, complex publication efforts.

 

 

 

Meeting and Travel Coordination:

• Coordinate and provide administrative support for conferences and meetings.
• Oversee all aspects of travel for Director, Deputy Directors, and S/PMO including logistics, transportation, and generation of government travel orders and vouchers. May also assist PMO team with any and all aspects of travel, as needed.
• Prepare and submit taxi vouchers and other reimbursables to budget office.

 

Human Resources and Administrative Processing:

• Track and submit time and attendance through State Department systems for civil service and foreign service officials in accordance with Department requirements and HR policies.
• Assist with annual evaluation documents to include compiling, editing, and submitting FS and CS annual performance evaluations into the HR Database.
• Track Chief of Mission absences, prepare EUR and IO official responses, assist overseas posts with submissions and responses, as needed.
• Lead on coordination of EUR/IO-EX annual Congressional reporting.

 

Information Technology and Knowledge Management:

• Serve as SharePoint site expert for all EX SharePoint sites; maintain continuous updates and improve accessibility, archives, and functionality.
• Provide regular training and briefings on SharePoint use to manage paper flow within and outside the Bureau.
• Manage email groups and distribution lists in Outlook and other software.
• Coordinate with Executive Office to update organizational charts, emergency contact information, and phone charts.

 

Office Operations:

• Welcome guests and customers by greeting them in person or by telephone; answer or direct inquiries. Covers the EX door for visitors in the absence of the OMS who performs this role.
• Distribute and maintain daily office calendars, ensuring they are always up-to-date for executives.
• Maintain office supplies and inventory; anticipate needed supplies; place and expedite orders; verify receipt.
• Work with EX staff members to monitor internal tasks, deadlines, and deliverables.
• Develop and utilize filing and database systems to provide historical reference.
• Troubleshoot computer, printer, copiers, phone, classified/unclassified, and other office equipment, notifying the correct people to quickly resolve any issues for the principals. Ensures common area office equipment is working at all times or reports issues to the correct people to promptly fix the i