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Usaid Taps Executive Assistant

4 months ago

Washington, United States Jefferson Consulting Group Full time

** POSITION TITLE: Executive Assistant to the Assistant to the Administrator (AtA) for the Bureau for Resilience, Environment and Food Security (REFS)**

**Name of Technical Supervisor**:The position will work in direct support of the AtA with day to day oversight and management from the REFS Chief of Staff.

**REFS Office/Center**:This position will be in the Office of the Assistant Administrator (Front Office) within the REFS bureau. The Front Office provides senior-level strategic guidance on resilience; environment; food security; nutrition; water security, sanitation, and hygiene; climate; infrastructure; and energy to the Deputy Administrator for Policy and Planning and the Administrator of USAID, as well as to federal departments and agencies. The office provides strategic, policy, and technical support to the presidentially appointed Board for International Food and Agricultural Development (BIFAD).

The leadership of this office is comprised of the Assistant to the Administrator (AtA) and four Deputy Assistant Administrators (DAAs). This position will be directly supporting this leadership team. This position is based in Washington, D.C. with limited travel anticipated.

**Position Description**: This position will serve as the executive assistant to the REFS Assistant to the Administrator in the REFS Front Office. The incumbent will perform a wide range of duties in direct support of the AtA, including managing the AtA’s calendar, scheduling and managing responses to invites from internal and external stakeholders, managing the AtA’s inbox to ensure documents and products are cleared in a timely manner, taking and maintaining meeting notes, distributing meeting agendas and materials and coordinating closely with the rest of the scheduling team in the REFS FO supporting the deputy assistant administrators, chief scientist and chief nutritionist and the senior advisors. The position will work in close collaboration with the REFS Chief of Staff who will help set priorities and work expectations and manage the performance of the incumbent.

**Summary of Duties**:
**Key Responsibilities**:

- Operations and Administration_
- Serves as an important resource to perform work of broad scope and complexity under the direction of the principals.
- Systematically coordinates, tracks, and completes office workflow to maintain an efficient operating environment.
- Develops and maintains accurate records and file management systems.
- Ensure conference room virtual meetings are set up in advance as needed.
- Makes appointments, travel arrangements, and itineraries; assembles or ensures that packets of information or briefing materials are prepared and oversees development of accurate expense statements.
- Exercises a wide degree of creativity and latitude in developing and coordinating projects on behalf of the principal.
- Relies on extensive experience and judgment to plan and accomplish project goals utilizing strong organizational skills.
- Participates in high level meetings and travel arrangements as needed.
- Support principals in managing payroll systems such as WebTA.
- Internal and External Communications_
- Streamlines interactions with internal and external stakeholders on behalf of the principal.
- Uses a high level of discretion to manage calendars and controls access to the principal’s time, determining the importance of the issues for each meeting and following protocol procedures for contacting parties based on the preferences of the individual principal.
- Establish appointment priorities and reschedule meetings if needed.
- Travel Processing:_
- Process travel requests on receipt of itineraries, including reservations, ticketing, and managing and processing visa and passport requirements.
- Process travel vouchers and expense report processing including properly documenting travel in Agency’s electronic systems (i.e. E2i Solutions, FS-Trans).
- Maintain travel databases and track travel budgets; coordinate airline and hotel reservations.
- Correspondence:_
- Track executive correspondence and work with the USAID point-of-contact to ensure responses are transmitted in a timely fashion and properly formatted.
- Review Office correspondence for proper formatting as prescribed in official agency guidance.
- Produce documents requiring mínimal edits prior to clearance and dissemination from Office.
- Ensure documents are correctly formatted according to approved templates.
- Distribute incoming mail and prepare mailings for Officers.
- Occasionally take notes as requested in meetings.

**Qualifications**
- A Bachelor’s degree and a minimum of three years of professional experience (to include internships)
- Ability to obtain a SECRET clearance
- Excellent oral, interpersonal, and written communications skills to effectively interact with government clients, high-ranking officials, and other stakeholders
- Strong prioritization and organization skills with keen attention to deadlines
- Ex