Program and Administrative Specialist

1 month ago

Washington, United States Chickasaw Nation Industries Full time

It's fun to work in a company where people truly BELIEVE in what they're doing
- We're committed to bringing passion and customer focus to the business. _

**SUMMARY**

The Program and Administrative Specialist, in the Bureau for Europe and Eurasia, is pivotal in enhancing the Front Office's efficiency and effectiveness through a blend of program support and high-level administrative functions. Supports strategic initiatives and operational coherence by coordinating schedules, managing events, and executing USAID-specific tasks. Provides support to the Deputy Assistant Administrators and will be a backup to the Special Assistant to the Assistant Administrator. Temporary fill for 6 months.

**ESSENTIAL REQUIREMENTS**

Must possess and maintain a Secret clearance which requires U.S. Citizenship.

**KEY DUTIES AND RESPONSIBILITIES**

Essential duties and responsibilities include the following. Other duties may be assigned.

**Executive Support and Strategic Coordination**:
Utilizes USAID’s E2 system for managing complex travel arrangements and schedules for senior executives, ensuring strategic engagement and alignment with bureau priorities.

Prepares and disseminates high-level briefing materials and documents, making extensive use of USAID's information systems to support strategic decision-making.

**Strategic Communication Support**:
Drafts and edits executive correspondence using USAID templates and communication channels, ensuring alignment with bureau and agency objectives.

**Event Management and Protocol**:
Organizes high-level events, workshops, and meetings, coordinating logistics through USAID’s event management platforms, ensuring smooth execution and adherence to diplomatic norms.

Note-Taking and Meeting Management: Responsible for taking detailed notes during meetings, preparing meeting minutes, disseminating them to relevant stakeholders, and following up on action items to ensure timely execution.

**Resource Oversight**:
Manages the purchase of office supplies, utilizing USAID form while striving for cost efficiency.

Performs reconciliation upon receiving supplies to guarantee accuracy of orders.

**Project and Program Support**:
Provides project support, including document preparation and project tracking, using USAID project management tools.

Facilitates collaboration between the front office and technical teams, ensuring strategic project alignment with bureau priorities through USAID’s collaboration platforms.

**Security and Confidentiality**:
Secures sensitive information and documents, adhering to USAID’s information security policies and systems.

Manages confidential meeting access and communications, maintaining strict security protocols.

**Liaison and Stakeholder Engagement**:
Serves as a liaison, utilizing USAID communication and collaboration systems to facilitate effective interaction between the front office, bureau offices, USAID missions, and external partners.

Engages with stakeholders, leveraging USAID platforms to effectively communicate the bureau’s mission and objectives.

**Bureau Task Management**:
Leads the E&E Taskers team from the Front Office.

Trains new admins to take on their role in routing requests from the Administrator’s Executive Secretariat, other bureaus, and the interagency which get sent to the Bureau Taskers listserv.

Tracks tasker on the E&E Taskers tracker system. Works with other admins to update and adjust the tracker per feedback from bureau users to meet front office expectations.

Works weekends once a month to attend to taskers and tasker tracking system.

**OTHER DUTIES**

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

**EDUCATION/EXPERIENCE**

Bachelor's degree and a minimum of five (5) years professional relevant experience, or equivalent combination of education/experience. 2-3 years of professional experience in administrative operations, with a focus on strategic planning, policy development, and utilization of USAID systems.

**JOB SPECIFIC KNOWLEDGE/SKILLS/ABILITIES**

Self-motivated and enthusiastic with excellent written and verbal communication skills.

Ability to interface effectively within all levels of the organization.

Ability to leverage Google Calendar's comprehensive scheduling tools to adeptly manage and deconflict intricate appointments and travel itineraries for senior executives, ensuring optimal alignment with organizational goals and efficient prioritization of engagements.

Thorough knowledge of corporate operations and product lines.

Demonstrated judgment, tact and diplomacy in dealing with diverse internal and external customers.

Advanced organization skills with the ability to multi-task.

Proficiency in MS Office Suite (MS Excel and MS PowerPoint, in particular) and Google

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