Executive Assistant / Management Analyst

Responsibilities

• Maintains the Ambassador’s appointment schedule with authority for commitments of time and ensure all obligations are addressed. Assist with preparing orientation information for new employees. Serve as a travel coordinator by initiating and processing request for travel authorization for the Ambassador, obtaining visas and travel advances.
• Composes country clearance cables, trip itineraries and prepares briefing books.
• Escorts guests, compiles RSVP list, facilitates arrival of visitors through security and remain on hand to offer assistance to guest.
• Reviews documents and incoming mail for content in order to assign appropriate actions/ distribution within bureau.
• Tracks and monitors status of memoranda and correspondence within the bureau and advises bureau personnel of overdue items and upcoming deadlines.
• Serves as event coordinator by planning and coordinating meetings, conferences, special functions and VIP visits, most of which involve high-level attendees and extensive, meticulous planning.
• Coordinates with protocol, 8th floor managers, and caterers to secure the menus and discuss any dietary restrictions.
• Drafts invitations for receptions and lunches and ensures that invitations are delivered to embassies.
• Draft and update when required a three-hour training for office staff on applying the framework and making policy recommendations based on findings. Co-facilitate the first trainings session.

Qualifications

Education

• Bachelor’s or master’s degree

Qualifications

• Must be a U.S. citizen and possess a Secret clearance and be able to obtain a Top Secret clearance. Candidates with active clearances are strongly preferred.
• Strong English language (written and spoken) communication skills.
• Experience in office and organizational management and/or administration, with strong attention to detail, organization, and timeliness.
• Proficient use of Microsoft Office applications including but not limited to Outlook, Word, SharePoint, Teams, Excel, and Adobe Reader.
• Experience in travel management, including booking and processing financial authorizations and vouchers using the E2 system.
• Experience in procurement of supplies and equipment.
• Experience conducting research using various search engines (e.g., Google and Edge), and social media platforms (e.g., Facebook, X, etc.).
• Ability to manage multiple tasks and coordinate activities in a fast-paced environment with short deadlines and competing priorities.
• Ability to solve problems and encourage consistent, solid performance.
• Experience with graphic design and data analytics is helpful.

Pay Range

USD $115,000.00 - USD $115,000.00 /Yr.

EEO

 

PCI Federal Services (PCIFS) and it's subsidiaries is an equal-opportunity employer. PCIFS does not discriminate on the basis of age, sex, race, national origin, religion, marital status, sexual orientation or identity, Veterans or Disability status.

 

Preference may be extended to qualified Native American Indian candidates

in accordance with applicable federal law.