Executive Assistant - Washington, United States - ATSG

Description

Executive Assistant - Hybrid INL/Front Office HST Main State Building 2201 C Street NW, Washington, DC 20520 Requires: Secret (Clearance FAQs available here) ATSG Corporation is seeking qualified candidates to fill a position for an Executive Assistant to support the Bureau of International Narcotics and Law Enforcement Affairs (INL), an agency of the U.S.

Department of State. The U.S.

Department of State is the lead institution for the conduct of American diplomacy and the Secretary of State is the President's principal foreign policy advisor.

The Department of State's mission is to advance U.S. national security interests, fight terrorism, protect U.S. interests abroad, and implement foreign policy initiatives that build a freer, prosperous, and secure world.

The Bureau of International Narcotics and Law Enforcement Affairs (INL) keeps Americans safe at home by countering international crime, illegal drugs, and instability abroad.

INL helps countries deliver justice and fairness by strengthening their police, courts, and corrections systems. These efforts reduce the amount of crime and illegal drugs reaching U.S. shores.

The mission of the Bureau of International Narcotics and Law Enforcement Affairs (INL), established in 1978, is the development of policies and the management of programs to combat international narcotics production and trafficking, reduce international crime and strengthen law enforcement capabilities overseas.

INL's programs emphasize direct actions to secure borders and eradicate illicit crops; as well as to build capabilities of key countries whose law enforcement and judicial structures are vulnerable to transnational threats, including terrorism, and whose weaknesses pose a threat to U.S.

security and a challenge to U.S. interests. Minimum Qualifications * U.S. Citizenship.

• A Bachelor's degree from an accredited institution.
• Six to ten years' experience in relevant field.
• Demonstrated knowledge of specific country issues, including specialized knowledge of international narcotics and law enforcement, or similar type programs sufficient to ensure project work is in compliance with management policies and procedures and in conformance with the Foreign Assistance Act and other regulatory procedures and guidelines.
• Demonstrated knowledge of office management processes, including specialized knowledge of international narcotics and law enforcement, or similar type programs sufficient to ensure project work is in compliance with management policies and procedures and in conformance with the Foreign Assistance Act and other regulatory procedures and guidelines.
• Proven knowledge of Federal policies and procedures including methods of providing assistance and the Federal budget process.
• Ability to communicate effectively, both orally and in writing, with a wide range of players.
• Demonstrated ability to provide advice, guidance, and consultation with regard to the interpretation and application of analysis.
• Experience drafting US government reports and documents, such as the INCSR, embassy cables, and other documents.

Preferred Qualifications * Demonstrated proficiency in English grammar, punctuation, usage, and style and ability to edit in a form suitable for lay audiences.

• Demonstrated ability to interact effectively with individuals at all levels to assist in the planning and coordination of activities with other organizations; provide guidance, and advocate INL policies and positions in close coordination with INL leadership.
• Demonstrated proficiency in computer and web-based applications including Microsoft Office Suite, SharePoint, and Adobe Acrobat.
• Demonstrated ability to analyze and represent financial and programmatic data visually.
• Demonstrated ability to establish and maintain effective relationships, including with those in a senior management role.
• Demonstrated ability to provide excellent customer service.
• Demonstrated skill and ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times.
• Prior demonstrated executive-level administrative and business process experience.
• Familiarity with Department of State Standardized document formats.
• Demonstrated experience with and knowledge of INL programs, mission, and foreign assistance activities.

Duties and Responsibilities * Generally supports a Deputy Assistant Secretary level or higher.

• Assists in the internal affairs and operations of the INL Front Office and ensures consistency of actions throughout INL/FO in response to requests from INL Front Office Principals, Congress, and others.
• Assists in overseeing projects and issues requiring coordination and integration across multiple divisions and offices.
• Schedules meetings, appointments, and conferences in accordance with Assistant Secretary and Front Office principal instructions. Reminds appropriate parties of scheduled events to ensure prompt and timely attendance. Reschedules appointments when it is clear that the Assistant Secretary or other Front Office principal will not be able to make all commitments. Contacts other personnel to attend meetings in lieu of the Assistant Secretary or other Front Office principals, when necessary.
• Receives visitors and phone calls in a courteous manner. Accurately determines the nature of the request and refers callers to appropriate staff. Personally answers routine and non-technical requests for information and provides correct information when routine procedural matters are involved.
• Follows-up on email inquiries and telephone conversations and takes appropriate steps to ensure that necessary action is initiated and subsequently assures that such action is completed as quickly as possible. Follows-up and assures proper execution of all commitments made and obligations incurred in telephone conversations, personally makes necessary contacts with the officials and individuals concerned.
• Ensures that requests for action or information are made known to responsible office staff personnel who can satisfy the request. Decides whether important or emergency matters should be brought to the supervisor's attention when absent, but accessible.
• Prepares correspondence, forms, reports, cables, or other documents, utilizing desktop computer word processing systems; ensures correct punctuation, capitalization, spelling, grammar, and conformance to style.
• Receives and reviews incoming mail, screening those items which can be handled personally and determines which items should be brought to the supervisor's attention, forwarding the remainder for action. Reviews outgoing mail for attachments, dates, and signatures. Maintains suspense records on all correspondence and action documents and follows up to ensure a timely reply or action. Ensures that all outgoing correspondence is in the proper format and in conformance with office policy and in correct grammatical composition.
• Schedules large meetings and conferences. Selects time and location, notifies participants, ensures that all required materials and services are provided in a timely manner, attends meetings, takes notes, and prepares reports of the proceedings.
• Establishes and maintains office records of various types that may be needed or will assist in the efficient operation of the office. Ensures files have all pertinent documents and signatures. Maintains and accurately updates file system to enable quick and efficient retrieval of information. Accurately purges files or performs other file disposition actions in accordance with established procedures. Effectively supervises or performs annual file inventory. Where appropriate, responsible for the accurate receipt, control, logging, safekeeping, and necessary action on all classified material received.
• Effectively enhances the ability of the office to support overall mission requirements through performance of one or more of the following: use of database or spreadsheet software to accurately enter, revise, sort, calculate, and retrieve data for standard reports; use of graphics software to provide graphic symbols, charts, and graphs for viewgraphs or paper presentations; accurately and promptly transmit and receive documents and messages electronically using a PC or a workstation.
• As needed, stands in for Executive Assistants from other INL offices.
• As needed, stands in for INL Front Office Staff Assistants.
• As needed, supports the INL Special Assistant and Staff Assistants in reviewing, editing, compiling, and organizing all documentation requiring INL/FO principal clearance. This includes, but is not limited to, Congressional Notifications, Congressional Budget Justifications, Operational Plans, Interagency Agreements, Bilateral Letters of Agreement, and International Organization Letters of Agreement. Review documentation for completion, accuracy, and adherence to current Department and Bureau policies. Advises the designated regional or functional office point of contact on appropriate measures needed to revise or enhance documentation.
• Prepares correspondence, reports, charts, basic data visualizations, and other documents.
• Assists the INL Special Assistant and Staff Assistants to liaise with leadership across various regional and functional offices on all issues requiring clearance from the INL/FO Principals.
• Supports the Special Assistant by following up on projects, documents, and assignments made by the INL Front Office to various program offices of the Bureau and, when problems occur, recommends solutions to the Special Assistant.
• Reviews all incoming publications, regulations, and directives that may be important to the activities of the staff. Refers those of importance or interest to appropriate individuals or disseminates staff-wide, as appropriate.
• Reviews existing policies, issuances, and directives on an ad hoc basis and as substantive issues arise in assigned program areas and recommends