Executive Assistant - Washington, United States - Delaware Nation Industries

Delaware Nation Industries

Verified Company

Washington, United States

1 week ago

Posted by:

Mark Lane

beBee recruiter

Description

This is a non-personal services contract to provide Administrative, Analyst and Advisor Services that shall support the Bureau of European and Eurasian Affairs.

The United States Government shall not exercise any supervision or control over contractor personnel, who are the service providers performing the services described herein.

The contracted service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

The incumbent's primary duties are to provide clerical support to the Office Directors in the Bureau of European and Eurasian Affairs.

The incumbent's ability to perform adequately is based on a thorough knowledge of the responsibilities, the organizations of the office, and the nature of projects and their relation to the overall mission of the Department.

Job Duties

Prepares and/or edit organizational charts, memos and other general office documents and material as required.
Attends meetings, capture, and distribute minutes derived from the meeting.
Prepares and/or edit standard operating procedures.
Displays knowledge of clerical procedures used to perform the work.
Refers situations involving significant deviations from established guidelines, or the absence of adequate guidelines, to supervisor.
Proofreads documents before returning it to the drafter in order to eliminate typographical errors.
Works from draft, edited, or previously documents to record, update, and print required documentation.
Works from draft or edited documents to record, update, and print required documentation and produce monthly reports.
Maintains record of work accomplished, files and document completed work, and works in cooperation with others in large, complex publication efforts.
Coordinates and provides administrative support for conferences and meetings.
Oversees all aspects of travel to support the Director and Deputy Director to include coordinating all logistics, transportation needs and generation of government travel orders and vouchers.
Performs special assignments on request, providing substantive support and assistance to the Management team.
Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.
Maintains executive's appointment schedule by planning and scheduling meetings, small conferences, and teleconferences.
Submits time and attendance through WebTatel for civil service and foreign service officials.
Compiles, edits and submits FS and CS annual performance evaluation documents into the HR Database.
Prepares and submits taxi vouchers and other reimbursables to budget office.
Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Maintains customer confidence and protects operations by keeping information confidential.
Prepares reports by collecting and analyzing information.
Provides historical reference by developing and utilizing filing and database systems.
Distributes and maintains the daily office calendar.
Maintains office supplies inventory; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Works with the Staff Assistants and Executive Assistants to monitor internal tasks, deadlines, and deliverables
Manages the continuous and smooth flow of information, such as cables, correspondence, briefing papers, and memoranda; ensures that the Executive Director and Deputies receives relevant information in a timely manner.
Serves as SharePoint site expert and works to improve accessibility, archives, and functionality, provides regular training and briefings on use of SharePoint to manager paper flow to staff within and outside the Bureau.
Serves as back up to the Assistant Secretary's Executive Assistant when out of the office.
Prepares and delivers briefing books for Front Office executives.
Coordinates with the Executive Office to update the office social media sites, organization and phone charts.
Contractor may be required to receive and generate classified material (documents) and must adhere to established policies and procedures to protect classified sensitive but unclassified (SBU) and personally identifiable information (PII) material.

Job Qualifications:

A minimum of three (3) to five (5) years of relevant experience in at least one of the following capacities: administrative and executive support services, office management support services, management and/or program analysis
Bachelor's degree in a relevant field
Highly proficient with Microsoft Office's Word, Excel, SharePoint, Teams, and PowerPoint
Ability to work both independently and with others
Strong attention to detail
Ability to multitask
Work under tight deadlines
Excellent organizational, interpersonal, and communication skills (both written and oral)
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