Program Assistant

2 days ago

Washington, Washington, D.C., United States Akima Full time
Job Summary

We are seeking a highly organized and detail-oriented Program Assistant to support our team at Akima. The successful candidate will provide administrative support to the Chief Economist and other senior staff, handling a wide range of tasks including data management, research, and travel arrangements.

Responsibilities
  • Maintain accurate and up-to-date records and files, ensuring compliance with USG and DOS requirements.
  • Review and edit outgoing materials and correspondence for consistency and accuracy.
  • Establish and maintain standard operating procedures for the office, advising and assisting staff in understanding and following procedures.
  • Manage the OCE SharePoint site, directing staff in uploading and updating site content.
  • Screen telephone calls and electronic correspondence, determining necessary follow-up and referring matters to supervisors or other offices as needed.
  • Arrange building access for visitors and escorts, as required.
  • Prepare and sign routine correspondence in own or supervisor's name, as agreed with the supervisor.
  • Handle interfaces with S/ES-EX and the Office of the Under Secretary for Economic Growth, Energy and the Environment (E) concerning administrative, travel, logistical, and IT support for OCE.
  • Order office supplies and arrange for maintenance and repair of office equipment.
  • Manage the OCE office calendar and personal calendars of senior staff, scheduling appointments and arranging meetings as needed.
  • Organize representational events and facilitate public outreach by senior staff to build relationships with USG and foreign government counterparts, private sector experts, and other actors involved in international economic policy.
  • Timekeeping and submission of timesheets for all staff, including through proprietary programs, must be done in an organized and timely manner.
  • Arrange travel for all office staff, including through proprietary programs, preparing travel authorizations and transportation requests, reviewing travel vouchers, and supporting overseas and domestic travel for OCE.
  • Represent OCE at outside meetings as needed, recording and reporting back on proceedings.
  • Research duties may include gathering economic, financial, and trade information from databases and other research sources, summarizing results using tabular and graphical representation.
  • Process data, prepare PowerPoint or other presentations, and produce graphs or other data visualizations, as needed.
  • Prepare and proofread reports, presentations, and other documents as needed.
  • Perform bibliographical searches and abstract literature, as directed.
Qualifications
  • Bachelor's degree or equivalent required; training in economics strongly preferred; administrative/office management experience with good recommendation(s) required, with preference for prior experience within the Department of State.
  • Ability to work independently and professionally in managing office operations, handling urgent tasks, and resolving technical, administrative, and procedural problems.
  • Excellent oral communication skills and tact/discretion when interfacing with other offices and institutions is essential for position.
  • Strong ability and appetite to proofread written material also necessary.
  • Excellent customer service and multi-tasking skills required, including planning and management of meetings, conferences, and representational events.
  • Incumbent should enjoy a 'team' environment and be comfortable collaborating with all staff colleagues.
  • Knowledge of the Microsoft Office suite and ability to learn use of economic databases required. Familiarity with basic economic principles and institutions required along with knowledge of, or willingness to learn, and ability to apply techniques commonly used in economics analyses.
  • Familiarity with Department computer systems, including WebTatel and E2 travel system, preferred.
  • Ability to assist senior staff in researching and evaluating economic policy issues and developing written products, presentation materials, and data visualizations strongly preferred.
  • Active secret Clearance.

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