Special Assistant

4 weeks ago

Washington, Washington, D.C., United States GDH Full time

The Special Assistant will provide front office management support to include managerial issues, schedules, travel arrangements, communications, and FOIA requests.

ESSENTIAL DUTIES AND RESPONSIBILITIES

· At the direction of the Special Presidential Envoy, ensures that proposals and orders are directed to the proper offices for implementation and prompt action.

· Accompanies the Special Presidential Envoy to international and domestic meetings and conferences, developing material and information on issues which arise.

· Working with the Chief of Staff and the Deputy Chief of Staff in the Office of the Special Presidential Envoy for Climate tracks assignments, programs and schedules;

· Ensures that all official communications to the SPEC office are properly handled;

· Answers and refers incoming telephone calls;

· Maintains schedule for Front Office principals - arranging, referring to other officials, rescheduling appointments if necessary. Prepares and requests briefing memoranda for meetings; arranges for oral briefings and determines invitees to meetings.

· Makes and acknowledges social arrangements and obligations for Front Office principals;

· Makes travel arrangements, hotel reservations, submit passports applications, visas, and travel advances, as necessary. Prepares vouchers upon completion of the travel.

· Transmits and interprets instructions from the SPEC front office to members of the staff and other officials in the Department;

· Takes and transcribes notes during meetings as required;

· Carries out special assignments using a high degree of tact and diplomacy;

· Prepares a large volume of correspondence, telegrams, memoranda, briefing papers, and reports;

· Serves as assistant Office Security Officer;

· Acts as liaison for GSO work orders and IT maintenance and computer issues;

· Manages conference room schedules;

· Assists new staff members; processes new hire paperwork and coordinates equipment and security access;

· Maintains and processes time and attendance records for staff.

· Serves as the office's point person on Freedom of Information (FOIA) requests.

EDUCATION AND EXPERIENCE

· Two-year college degree plus three years of experience or four years progressive experience in an office environment.

KNOWLEDGE, SKILLS AND ABILITIES

· Requires SECRET security clearance and ability to obtain a TOP SECRET security clearance and favorable SCI determination.

· Knowledge of the theories and principles of political science, international relations, economics, history, geography, and other related disciplines

· Experience teaching, coaching, and mentoring professionals in these issues

· Knowledge of current foreign policy objectives and programs to assess the relevancy and implications of global, social, political, economic, geographic and military issues, developments and events affecting the formulation and execution of U.S. foreign policy

· Knowledge of U.S. foreign affairs information sources, processes, and organizations in order to apply the full range of available information resources and capabilities in supporting the needs of the Department

· Knowledge of the Department's goals, objectives, programs and relationships to provide expert analytical and advisory services that are responsive to the specialized needs of the Department and the Office of the Special Envoy

· Ability to provide advice, guidance and consultation to officials with regard to the interpretation and application of analyses

· Ability to solve problems and encourage consistent, solid performance

· Proficiency in qualitative and quantitative research methods

· English language (written and spoken) communications skills

· Ability to manage multiple tasks, coordinate activities in multiple locations, act decisively in daily work, and work well in a multi-cultural team environment

· Strong organizational, communication, interpersonal, and computer skills

· Ability to work independently to assess priorities and manage daily coordination of details with minimal supervision

· Excellent knowledge of the Department of State operations; Familiarity with the inter- agency;

· Experience as a senior level special assistant office manager who can work under pressure and meet tight deadlines;

· Strong written and oral communication skills;

· Superior interpersonal skills; Ability to multi-task;

· Ability to work independently.

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