Department: USAID Professional Management Support Services (USAID PMSS)
Office: Ronald Reagan Building
Location: Washington, DC, United States
Company Overview
Our client is recognized as one of the fastest growing companies across the country and the region by Inc. 5000, Financial Times, Washington Technology, and the Baltimore Business Journal, is a public-sector management consulting firm serving Federal International Development, Healthcare, and Social Services agencies.
Background
The U.S. Agency for International Development (USAID) Administrator provides overall direction to the Agency in its administration of the U.S. foreign economic assistance programs and the appropriations made available for such purposes under the Foreign Assistance Act of 1961, as amended. The USAID objective is to support partners to become self-reliant and capable of leading their own development journeys and make progress toward this by reducing the reach
of conflict, preventing the spread of pandemic disease, and counteracting the drivers of violence, instability, transnational crime and other security threats.
USAID promotes American prosperity through investments that expand markets for U.S. exports; creates a level playing field for U.S. businesses; and supports more stable, resilient, and democratic societies. USAID stands with people when disaster strikes or crises emerge as the world leader in humanitarian assistance.
Scope of Work
The Executive Assistant provides high level administrative support to a designated Front Office principal. The Executive Assistant’s duties range from basic office tasks such as answering multi-line telephones, managing executive correspondence; to more complex tasks such as researching and summarizing information, providing meeting minutes, and assisting on special
projects. The incumbent must be motivated and proactive as well as possess strong multitasking skills. To perform this job successfully, the individual must be able to perform each essential duty listed below at an exceptional level.
Duties and Responsibilities
1. Provides direct administrative support and assistance to an assigned Front Office principal and provides back-up support during absences or staffing shortages ;
2. Prepares and maintains principal’s calendar and long-term schedule of meetings, events, conferences, travel plans and event arrangements and independently resolves scheduling conflicts;
3. Maintains regular contact with Agency senior leaders on behalf of the principal to obtain briefing materials, background documents, and other related materials to
gather information on specific requests;
4. Provides administrative support to comparable positions within the immediate Office of the Administrator;
5. Works with the Director of Scheduling in the management and planning of long- and short-term calendar of events and invitations;
6. Prepares all travel related documents and makes travel arrangements on behalf of the principal;
7. Manages schedule and prioritizes daily appointments, meetings, and invitations;
8. Directs various support activities for special events, high level meetings and agency programs for highly distinguished visitors and Front Office staff;
9. Responds to routine inquiries and those requiring knowledge of the organization activities or its internal administrative procedures;
10. Diplomatically communicates and presents ideas for events hosted by the Front office and relays information regarding events, results, and next steps;
11. Identifies and recommends procurement actions for supplies used to support
hospitality services and special events;
12. Routes communications, including official correspondence and memoranda, in
consultation with the Special Assistant to the Administrator and as directed by the assigned principal;
13. Collaborates and coordinates with the Office of the Executive Secretariat (ES), other organizations, vendors, bureaus, and missions;
14. Makes photocopies, sends faxes and emails, and performs other routine office duties; and
15. Performs other duties as assigned.
Required Qualifications:
1. Proficiency in the use of Google Applications, E2 Travel Management System, and the Microsoft Office Suite (Excel, PowerPoint, Word);
2. Ability to establish and maintain effective working relationships and interact with people at all management and support levels;
3. Ability to work in a fast-paced environment with competing and shifting priorities;
4. Ability to efficiently multitask and prioritize workload accordingly; and
5. U.S. Citizen eligible to obtain a secret level security clearance.
Education
Bachelor’s Degree is required with four (4) years of relevant experience.
Strong Skills Sets Needed
Planning and Forecasting
Collaboration and Teamwork
Organization and Multitasking
Oral and Written Communications
Confidentiality and Discretion
USAID Assumptions and Constraints
1. Support may be required outside of core hours.
2. Ability to telework will be based on office staffing requirements.
3. On-site work may be required.
4. Travel may be required.
Place of Performance
Ronald Reagan Building (RRB)
*** The position description for the Senior Executive Assistant is available upon request