Executive Assistant with Security Clearance

4 weeks ago

Dept Of State, United States Bright Star Full time
Business Management Analyst
Job Summary:
The Executive Assistant provides vital office support services to the Office of Management Strategy and Solutions (M/SS), the Center for Analytics (CfA), and the Chief Data and Artificial Intelligence Officer (CDAO) and staff. This role blends analytical tasks with administrative duties, coordinating office operations, maintaining schedules, preparing correspondence, leading onboarding processes, and managing office assets. The position requires handling sensitive data, organizing travel arrangements, ensuring office safety and security, and promoting efficient business operations.
Job Responsibilities: • Lead onboarding processes for new staff members and coordinate office operations, including form processing, equipment procurement, and security clearance procedures.
• Coordinate the distribution and management of CfA technology resources, ensuring optimal usage, routine maintenance, and adherence to the Department of State's information security policies
• Manage and maintain schedules for various key department leaders; prepare and oversee correspondence and office documents in accordance with the Department's Executive Secretariat's style and format guidelines.
• Arrange travel for key staff members, including passport and visa processing, and use the Government Travel Authorization program (Travel Manager) to prepare travel authorizations and vouchers.
• Maintain office assets, coordinate with the M/SS Front Office for delivery and disposal, and manage procurement and organization of office supplies and equipment.
• Prepare and manage administrative records, including time-and-attendance sheets, vouchers for taxis and representational funds, and annual and sick leave requests.
• Prepare and draft travel authorizations for supervisor or staff members, which includes compiling trip itineraries, obtaining estimates for travel expenses such as M&IE costs, taxi, and hotel expenses, and preparing travel authorization requests.
• Coordinate with additional CfA staff to ensure office coverage and equitable division of office tasks.
Minimum Qualifications: • Active Secret Clearance.
• Experience in a Federal office management role.
• Experience working under pressure with the ability to meet tight or short deadlines.
• Proficiency in personal computers and general administrative practices, including working with classified and unclassified computer databases.
• Knowledge of Excel, Microsoft Windows, PowerPoint, and SharePoint.
• Ability to prepare original emails, notices, reports, and documents.
Desired Qualifications: • Previous Department of State experience.
• Degree in Business Administration, Office Management or related field.

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