The employee will provide services independently to support the U.S. Department of State’s Bureau of the Comptroller and Global Financial Management Services, Office of the Executive Director (CGFS/EX). The incumbent must be proficient with all the functions of a Department of State’s Bureau Executive Offices operations and all office applications and programs to include Windows 10 and e2-Travel.

• Maintains contacts with the executive assistants/management support personnel throughout the Department:
  • Coordinates and schedule meetings for the Executive Director and Deputy Executive Director.
  • Maintains the calendars of the Executive Director and Deputy Executive Director.
  • 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.
  • Invoice review and reconciliation.
  • Staffing coverage during holiday periods.

• Serve as primary travel arranger for the Executive Office:
  • Prepare travel itineraries.
  • Make travel reservations – airline, hotel, car rental.
  • Prepare Travel Authorizations and Travel Vouchers in E2 Solutions system.
  • Prepare Passport/Visa applications and memoranda.
  • Prepares eCountry Clearance cables for Government staff and contractors who will be traveling internationally.

• Provides executive assistant support to the Executive Director and Deputy Executive Director as required.
• Prepares Action Memos for approval and signature.
• Keeps Executive Director and Deputy Executive Director advised of developments and progress of pending issues.
• Performs special assignments for the Budget Officer and Management Analysts involving analysis, compilations, and summarization, as needed.
• Schedules interviews with prospective department employees and assists with onboarding new employees.
• Processes 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 Executive Director.
• Assists in planning and coordinating bureau projects and/or processes.
• Advises Executive Director 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.
• Prepare and maintain work orders.
• Prepare the Weekly Activity Report.
• Schedule meetings/conference calls, coordinate conference room schedules, set up video conferencing or conference calls when needed.
• Prepares and manages stationery and other supplies inventory.
• Operates office machines, such as PCs, calculator, photocopy machines, scanning equipment, and fax machines.
• Takes minutes at meetings and/or briefings.
• Orders office supplies, office paper, toner.
• Performs other related duties as assigned by the COR.

• Secret clearance
• Possesses 5-7 years of administrative/office management experience supporting the Manager/Director level.
• High School Diploma or GED (BA/BS Degree preferred).
• 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.
• Ability to work under tight deadlines.
• Excellent organizational, interpersonal, and communication skills (both written and oral).
• ISO 9001:2015 trained (preferred).
• Knowledge of the Knowledge Base (KB) system.