Executive Assistant - Washington, United States - The Prospective Group (TPG)

Description

The Prospective Group (TPG) an
Executive Assistant for the ECISO Office Director at Department of State (DOS).


Position Responsibilities:

• Coordinate administrative and logístical details related to the daytoday operations and the management and accuracy of the directors' calendars and appointments.
• Maintain consistent lines of communication between the ECISO, and Office Directors.
• Review, edit, write and rewrite executive documentation, letters, memorandums, interoffice communications, confidential reports and other corporate correspondence for ECISO approval.
• Initiate, coordinate and manage IRM/ECISO tasks in Taskit.
• Create and update Microsoft Office presentations necessary for ongoing projects and essential briefings.
• Prepare office contributions by coordinating with ECISO, Office Directors and Division Chiefs
• Coordinate all documentation for the Directorate and Offices weekly activities report.
• Create, review and edit imperative information for IRM/ECISO approval.
• Distribute finalized documentation to appropriate personnel within Bureau per Office Directors' direction.
• Perform all travel coordination and reservation for government employees using the EZ and E2 Travel Systems at expert level.
• Maintain IRM/CO and E-CISO cubicle hoteling spaces at SA9, to include ensuring hoteling space is stocked with necessary equipment, including hardware and software, and all IT is functioning as required.
• Maintain updated inprocessing and outprocessing procedures and forms for FTEs and contractors.
• Coordinate inventory updates with the Asset Management team for their assigned offices.
• Recommend and assist in the design of all directorate and office level templates and documentation.
• Perform various office management duties, which vary from complex and/or confidential to include personnel files, agendas, travel advance, expenses, report processing incoming/outgoing personnel, conference room schedules, calendar management, office supply management, special event coordination, escorting, and visitor building access.
• Provide front office support for IRM/ECISO which includes specialized document creation.
• Take minutes (if requested) for the weekly management meeting and distribute them in a timely manner.
• Assist uploading relevant information to the appropriate SharePoint locations, and monitor/support accuracy of managing the version control of information and templates on Office SharePoint site as needed.
• Support planning meetings and prepare meeting materials prior to scheduled events, including meeting agendas, name tents, roster updates, handouts, etc., support the execution of actual meetings.
• Support the government performance reporting processing as needed.
• Assist with on/off boarding of both federal and contractor personnel support in IRM/CO and E-CISO.
• Prepare and/or maintain a desktop reference of duties and responsibilities.
• Maintain CO and E-CISO office supplies and cleanliness of supply room.
• Support GSO functions as assigned for CO and E-CISO.
• Backup Timekeeping (if required)
• Backup Receptionist desk (if required)

Position Requirements:

• 2 to 4 years of experience or more working with midlevel executives
• Strong written and verbal communication skills
• Strong MS Office, SharePoint, ability to multitask
• Strong organizational skills, attention to details, flexibility, initiative
• Demonstrate a highlevel of professionalism, and superior customer service both internally and externally with leadership and managers.
• Ability to establish and maintain a good working rapport.
• Minimum associate degree.

The Prospective Group (TPG) is an IT management consulting company providing services internationally to government and commercial entities. Being _Prospective_ - leaning forward with action - defines the TPG culture.

Our focus areas include but are not limited to program/project management, cloud computing, software development, cybersecurity, data science/analytics, and diplomatic business support.

TPG is a women-owned small business (WOSB), appraised at CMMI Level 3 with excellent performance credentials.

**The Prospective Group is an Equal Opportunity and Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or orientation, national origin, disability, or protected veteran status.