Executive Assistant with Security Clearance

3 weeks ago

Washington DC United States RWD Consulting LLC Full time
Description Executive Assistant ALL APPLICANT MUST POSSESS A CURRENT TOP SECRET CLEARANCE TO BE CONSIDERED The Executive Assistant supports the Principle Deputy Assistant Secretary, Deputy Assistant Secretary, Directors, and Assistant Secretary-level personnel, as required
Prepares Action Memos for approval and signature
Keeps Executive officers advised of developments and progress of pending issues
Schedules interviews with prospective department employees and assists with onboarding new employees
Handles confidential information
Prepare and submit Time and Attendance reports for the Government staff via TATEL system
Reviews all important incoming and outgoing correspondence, coordinates routing and control of subject matter before submitting to the Principle Deputy Assistant Secretary/Deputy Assistant Secretary
The Executive Assistant assists in planning and coordinating bureau projects and/or processes
Advises Principle Deputy Assistant Secretary/ Deputy Assistant Secretary on personnel actions
Compiles and maintains records of business transactions and office activities, performing a variety of clerical duties
Copies data and compiles/organizes records and reports
Files documents
Tabulates and posts data in records and report data bases
Schedules meetings/conference calls, coordinate conference room schedules, set up video conferencing or conference calls when needed
Manages office supplies and stationery
Operates office machines, such as PCs, calculator, photocopy machines, scanning equipment, and fax machines
The Executive Assistant position interfaces with Principle Deputy Assistant Secretary, Deputy Assistant Secretary, Directors, Assistant Secretary-level personnel and DOS personnel; Maintains program master files; Proactively addresses and solves scheduling issues/problems; Manages all aspects of Principle Deputy Assistant Secretary/ Deputy Assistant Secretary travel
The Executive Assistant position requires regular interaction with Principle Deputy Assistant Secretary, Deputy Assistant Secretary, Directors and Assistant Secretary-level personnel
Management of all logistical elements of Senior Executive meetings, travel and other event coordination is a regular part of the job
Qualifications •At least 5 years of executive level office management experience, or equivalent experience; •Civilian or Defense agency experience is required providing administrative support to Principle Deputy Assistant Secretary/Deputy Assistant Secretary/Director positions; •Highly proficient with Microsoft Office's Word, Excel, Access, PowerPoint, Publisher and MS Project Experience; •Ability to work both independently and with others; •Strong attention to detail; •Ability to multi-task; •Work under tight deadlines; •Excellent organizational, interpersonal, and communication skills (both written and oral); •Familiarity with ISO requirements, standards and processes
Clearance: •Top Secret Clearance REQUIREMENTS •Excellent at tracking document flow, clearance processes and distribution of documents to appropriate personnel
•Excellent with standard software, including the complete Microsoft Office Suite (Word,Excel, Access, PowerPoint, SharePoint), and an ability to learn and work with other software, as well as database applications
•Excellent critical and creative thinking and analytical skills
•Excellent written and oral communication skills
•Excellent ability to work independently, with minimal supervision, and multi-task in a high volume, fast-paced work environment
•Excellent ability to also have a flexible, team-oriented approach to work
•Excellent ability to build and maintain strong working relationships with colleagues
•Experience in working for U.S
foreign affairs agencies and/or intl
org
preferred
•Maintains contacts with the Principle Deputy Assistant Secretary, Deputy Assistant Secretary, Directors and support personnel throughout the Department: •Coordinates and schedule meetings for the Principle Deputy Assistant Secretary, Deputy Assistant Secretary, Directors and support personnel throughout the Department •Maintains the calendars of the Principle Deputy Assistant Secretary, Deputy Assistant Secretary and Directors
•Proactively searches for upcoming calendar/meeting conflicts and resolve conflicts
•Ensures that materials/documents are disseminated or obtained in advance of any scheduled meetings
•Reviews and establishes internal operating procedures to ensure acceptable internal/management controls for: •Time keeping procedures
•Staffing coverage during holiday periods
Serve as primary travel arranger for the Principle Deputy Assistant Secretary and Deputy Assistant Secretary
Prepare travel itineraries
•Make travel reservations - airline, hotel, car rental •Prepare Travel Authorizations and Travel Vouchers in E2 Solutions system •Prepare VISA Applications and memoranda •Prepares eCountry Clearance cables for Government staff and contractors who will be traveling internationally

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