Executive Assistant with Security Clearance
Apply NowCompany: Olgoonik Corporation
Location: Washington, DC 20001
Description:
Overview: The Bureau of Educational and Cultural Affairs (ECA) has a requirement for full-time support services of a FOIA Govt Senior GIS to provide a variety of administrative services to support its Senior Leadership staff in the ECA Executive Office; support includes, but is not limited to, routine office administrative functions, management of business processes, and time and attendance Primary Responsibilities: Provides administrative support directly to Deputy Executive Director Level and above. * Submitting IT support requests, booking and scheduling rooms, scanning/emailing/copying, printing and assembling documents.
* Manages Contact List and updates contact details.
* Provide draft itineraries for review.
* Ensure adherence to guidelines for travel for FTEs and Contract staff to include ensuring COR approval of all contractor travel prior to processing.
* Process travel in the department's online travel system (e2) and keep within budget.
* Obtain necessary visas and passports for official staff travel.
* Drafts and edits written materials such as correspondence, memorandum, newsletters, and briefing papers.
* Provides support for bureau projects and/or activities.
* Schedules and provide support for meetings and other events including making room reservations, setting up video or conference, setting up call-in numbers, inviting/tracking attendees, and providing a range of support in advance of and/or during meetings.
* Manages Executive Director's calendar and serves as lead coordinator on scheduling meetings, RSVP for events, and related logistics.
* Maintains Office supply and equipment inventory and orders supplies and business cards for the Executive Front Office and its staff.
* Receives correspondence and other incoming mail and documents for the Executive Office and distributes accordingly.
* Serves as the Administrative Assistant to the newly created EX Chief of Staff (GS-14)
* Designated to approve conference room reservation requests in the "Reserv!t"online system for all of SA-5. (In rotation).
* Manages the Customer Service Star Program- Description: Creates spreadsheets and monitor emails from different offices as they submit nominees, create a certificate for each awardee and performs an official presentation.
* Manages the Duty Officer Program: In charge of informing the entire bureau of the contact for after hour emergencies. Includes keeping the log and cell phone. (Keeping track of DS-0584 sign in).
* Creates a weekend binder each Friday to keep the Director updated on next week's meetings and agendas.
* Assists the Director with MyData requests and approving staff leave.
* In charge of releasing ALDACS to the department: All Diplomatic and Consular Posts.
* Creates standard operating procedures (SOPs) for new processes.
* Manages the SharePoint task list.
* Ensures the EX-roster by functional areas are always updated.
* Send out department notices/Clearing department notices.
* Sends out Weekly Activity Reports (WAR) and retrieve information to keep the Bureau of ECA informed.
* Oversees the Parking Allocations and maintains list for the entire Bureau.
* Responsible for Executive Office Time & Attendance.
* Record notes from the weekly staff meetings and send it out for all the attendees.
* Assist with F/O Taskers using the newly appointed Cascades Training System.
* Send submissions for Bureau Newsletter.
Supervisory Responsibilities: No supervisory responsibilities are noted. Education and/or Experience: 2-3 years of professional experience is required Knowledge, Skills, and Abilities: o Strong written and oral communications skills o Possess excellent organizational and follow-up skills. o Ability to multitask in a fast-paced, high-volume work environment o Solid Microsoft Outlook, Excel, Word, and PowerPoint skills o Excellent customer service skills Certificates, Licenses, Registrations: N/A Security Clearance: * Secret Clearance is required.
* Manages Contact List and updates contact details.
* Provide draft itineraries for review.
* Ensure adherence to guidelines for travel for FTEs and Contract staff to include ensuring COR approval of all contractor travel prior to processing.
* Process travel in the department's online travel system (e2) and keep within budget.
* Obtain necessary visas and passports for official staff travel.
* Drafts and edits written materials such as correspondence, memorandum, newsletters, and briefing papers.
* Provides support for bureau projects and/or activities.
* Schedules and provide support for meetings and other events including making room reservations, setting up video or conference, setting up call-in numbers, inviting/tracking attendees, and providing a range of support in advance of and/or during meetings.
* Manages Executive Director's calendar and serves as lead coordinator on scheduling meetings, RSVP for events, and related logistics.
* Maintains Office supply and equipment inventory and orders supplies and business cards for the Executive Front Office and its staff.
* Receives correspondence and other incoming mail and documents for the Executive Office and distributes accordingly.
* Serves as the Administrative Assistant to the newly created EX Chief of Staff (GS-14)
* Designated to approve conference room reservation requests in the "Reserv!t"online system for all of SA-5. (In rotation).
* Manages the Customer Service Star Program- Description: Creates spreadsheets and monitor emails from different offices as they submit nominees, create a certificate for each awardee and performs an official presentation.
* Manages the Duty Officer Program: In charge of informing the entire bureau of the contact for after hour emergencies. Includes keeping the log and cell phone. (Keeping track of DS-0584 sign in).
* Creates a weekend binder each Friday to keep the Director updated on next week's meetings and agendas.
* Assists the Director with MyData requests and approving staff leave.
* In charge of releasing ALDACS to the department: All Diplomatic and Consular Posts.
* Creates standard operating procedures (SOPs) for new processes.
* Manages the SharePoint task list.
* Ensures the EX-roster by functional areas are always updated.
* Send out department notices/Clearing department notices.
* Sends out Weekly Activity Reports (WAR) and retrieve information to keep the Bureau of ECA informed.
* Oversees the Parking Allocations and maintains list for the entire Bureau.
* Responsible for Executive Office Time & Attendance.
* Record notes from the weekly staff meetings and send it out for all the attendees.
* Assist with F/O Taskers using the newly appointed Cascades Training System.
* Send submissions for Bureau Newsletter.
Supervisory Responsibilities: No supervisory responsibilities are noted. Education and/or Experience: 2-3 years of professional experience is required Knowledge, Skills, and Abilities: o Strong written and oral communications skills o Possess excellent organizational and follow-up skills. o Ability to multitask in a fast-paced, high-volume work environment o Solid Microsoft Outlook, Excel, Word, and PowerPoint skills o Excellent customer service skills Certificates, Licenses, Registrations: N/A Security Clearance: * Secret Clearance is required.