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ITR Executive Assistant – USAID (Washington, DC)

Background:

This position is located in USAID’s Bureau for Development, Democracy, and Innovation, in the Innovation, Technology, and Research (ITR) Hub, which leads USAID in experimentation and innovation to transform development. The ITR Hub takes smart risks to test new ideas and partner with others to scale impact, bringing together diverse partners to transform how we save lives, reduce poverty, strengthen democratic governance, and help people progress beyond assistance. Working collaboratively with the Agency and external partners, ITR’s mission is two-fold:

 

1.      To produce breakthrough development innovations by sourcing, testing, and scaling proven solutions that impact millions of people;

2.      To transform development by opening it to people everywhere with good ideas, promoting new and deepening existing partnerships, bringing data and evidence to bear, and harnessing scientific and technological advances.

 

Duties and Responsibilities:

The Executive Assistant serves as the focal point for the Executive Office. Duties include conducting research, review and analysis of key documentation for the principal, attending meetings, coordinating special projects and traveling with the principal, as needed, on official visits. The Executive  Assistant ranks tasks in order of importance and impending deadlines, and handles several tasks simultaneously. The Executive Assistant monitors the flow of documents and acts as liaison between the principal and the DDI or corresponding Center/Hub. The Executive Assistant must develop a working knowledge of USAID policies and guidelines, as well as corporate practices and procedures. Excellent attention to detail, communication and customer service skills are required.

Responsibilities:

  1.  Regular contact with DDI Centers and Agency bureaus/offices to obtain briefs, background documents and other related materials for the principal;
  2. Manages required clearances of documentation for the principal, tasking out documents for input/review/clearances from Hub teams, tracking progress, and facilitating approval by the principal.
  3. Manages the Director’s appointment calendar and schedules appointments, meetings/conferences, speaking invitations, and official social functions upon own initiative based on personal knowledge of Director’s schedule, obligations and desires.
  4. Reminds Director of meetings, prepares read-ahead for each meeting ensures the Director is fully briefed prior to attendance.  Assists in preparation for conferences/meetings by assembling background information.
  5. Collaboration in resolving conflict situations and ensuring that all meetings have adequate representation from substantive units as well;
  6.  Researches and reviews key documentation for the principal ensuring comprehensiveness of input;
  7. Attends meetings with the principal, and coordinates special projects as assigned;
  8. Develop agendas for meetings chaired by the principal, and take notes for the record as needed;
  9. Drafts correspondence and contributes to the preparations of speeches, reports, presentations, etc., including communications to the Center/Hub;
  10. Reviews all correspondence drafted for the principal’s signature to ensure clarity and that the principal’s position is clearly reflected; and other duties as assigned.
  11. Nature of work may be sensitive and potentially controversial and requires the full trust and confidence of the Executive Office members to maintain an intimate knowledge of the Director’s views, goals, and procedures in carrying out assignments independently.
  12. Acts as a continuity of processes and coordinates the development of complete background information, supporting documentation, and reports with conclusions and recommendations for the Director to take appropriate action.
  13. Ensures that taskers are relayed to appropriate staff members and follows through to ensure the Director receives responses.
  14. Monitors and screens visitors, telephone calls, and meeting engagements with the Director.  Coordinates visitor building access are required.
  15. Travel Coordination.  Manages travel schedule to include preparing itinerary, making reservations and protocol coordination.  Prepare and submit travel vouchers for reimbursement.
  16. Manages and consolidates incoming suspense actions and correspondence by maintaining an accurate suspense status listing and utilizing a correspondence tracking system.
  17. Other duties as assigned.

Required Qualification, Education and/or Experience:

  1. Requires Bachelor’s Degree and minimum of 3 – 6 years of relevant experience.

Strong Skill-sets Needed:

  1. Listening
  2. Writing
  3. Editing
  4. Verbal Communications
  5. Teamwork
  6. Multitasking
  7. Organizing and Planning

USAID Assumptions and Constraints:

1.    Staff working on this effort must possess the ability to obtain a current “Secret” clearance.

2.    Requires compliance with Section 508 of the Rehabilitation Act (29 U.S.C. 794d); USAID Graphic Standards (available at www.usaid.gov/branding), USAID Mission & Core Values (available at http://www.usaid.gov/who-we-are/mission-vision-values) or any successor branding/mission/core values policies.

3.    Requires collaboration with USAID DDI other Operational Units.

 Assumptions:

  1. Vendor’s proposed price for this effort is based on the assumptions below. Should any of our assumptions be invalid, a change could be considered under the Project Change Control Process.
  2. If support is required outside of core business hours, Vendor will coordinate with USAID to provide support, with the understanding that overtime will be managed by compensating the resource(s) with time off during the following week.
  3. Vendor will provide staffing to provide the services described within this document.
  4. Vendor and USAID will mutually agree upon the specific activities and schedule to be accomplished by the resources assigned to the scope described within this document to be consistent with the capacity of the resources.

Estimated Schedule:

Full-time

Place of Performance:

Washington, DC –  Ronald Reagan Building (RRB).  On-site support with limited telework.

Travel – Limited International and Domestic Travel

Please email info@esghire.com for more information.