Sr. Executive Specialist

3 weeks ago

Washington DC United States Highlight Technologies Full time
This position is located in USAID’s Bureau for Development, Democracy, and Innovation (DDI), in the Center for Economics and Market Development (EMD)
DDI/EMD works with USAID Missions and Regional Bureaus to ensure that country strategies and projects address key constraints to economic growth and maximize development returns
The Executive Specialist shall have the capacity to act independently and proactively anticipate the needs of the Director and Deputy Directors
The incumbent will be responsible for overseeing daily administrative operations, providing technical assistance, and completing priority taskers for senior management
They will also be responsible for providing backup support to the other Center Divisions such as coordinating travel, special events, and other projects as needed
The Nature of work may be sensitive and potentially controversial and requires the full trust and confidence of the Executive Office members to maintain an intimate knowledge of the Director’s views, goals, and procedures in carrying out assignments independently
Responsibilities: • Maintains regular contact with DDI centers and Agency bureaus/offices to obtain briefs, background documents, and other related materials for the principal.
• Manages required clearances of documentation for the principal, tasking out documents for input/review/clearances from center teams, tracking progress, and facilitating approval by the principal.
• Manages the Director’s appointment calendar and schedules appointments, meetings/conferences, speaking invitations, and official social functions upon own initiative based on personal knowledge of the Director's schedule, obligations, and desires.
• Reminds Director of meetings, prepares read-ahead for each meeting, ensures the Director is fully briefed prior to attendance
Assists in preparation for conferences/meetings by assembling background information.
• Collaborates in resolving conflict situations and ensuring that all meetings have adequate representation from substantive units.
• Researches and reviews key documentation for the principal ensuring comprehensiveness of input;
• Attends meetings with the principal and coordinates special projects as assigned.
• Develops agendas for meetings chaired by the principal and takes notes for the record as needed.
• Drafts correspondence and contributes to the preparations of speeches, reports, presentations, etc., including communications to EMD.
• Reviews all correspondence drafted for the principal’s signature to ensure clarity and that the principal’s position is clearly reflected.
• Acts as a continuity of processes and coordinates the development of complete background information, supporting documentation, and reports with conclusions and recommendations for the Director to take appropriate action.
• Ensures that taskers are relayed to appropriate staff members and follows through to ensure the Director receives responses.
• Monitors and screens visitors, telephone calls, and meeting engagements with the Director; coordinates visitor building access are required.
• Manages travel coordination and schedule to include preparing itinerary, making reservations, and protocol coordination
Prepares and submits travel vouchers for reimbursement.
• Manages and consolidates incoming suspense actions and correspondence by maintaining an accurate suspense status listing and utilizing a correspondence tracking system.
• Performs other duties as assigned
Qualifications: • Current Secret clearance required.
• Requires at least 10 years of relevant experience and a Master’s degree or equivalent combination of experience and education.
• Proficiency in use of computer programs: Microsoft Office (Word, Excel, PowerPoint, SharePoint, Outlook), Google Suite, and proven internet research skills.
• Excellent communication including strong writing and editing skills.
• Highly organized, efficient, and detail-oriented.
• Ability to juggle many competing priorities.
• Demonstrated ability to communicate cross-culturally (both verbally and in writing) complex technical issues to generalist audiences.
• Ability to problem-solve and work in a complex, fast-moving environment, including coordinating with field locations.

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