The U.S. Department of State's Bureau of Oceans and International Environmental and Scientific Affairs (OES) has a requirement for an Executive Assistant. The position serves as an Executive Assistant for Deputy Assistant Secretaries and the Assistant Secretary and senior staff, as assigned, who engage in diverse functional responsibilities and complex issues.

Duties and Responsibilities:

Executive Support & Coordination Serves as Executive Assistant to the Assistant Secretary, Deputy Assistant Secretaries, and Senior Advisors coordinating administrative and operational processes to meet critical business needs and mission requirements. Exercises independent judgment in executing duties, making recommendations to promote efficiency, productivity, and mission fulfillment. Transmits and interprets instructions from the OES Front Office to staff members and Department officials, ensuring clear communication and prompt action. Carries out special assignments requiring a high degree of tact, diplomacy, and discretion when working with senior-level contacts across the interagency community. Calendar & Meeting Management Manage complex calendars for the OES Front Office personnel, scheduling appointments, arranging briefings, determining meeting invites, and managing conference room scheduling. Travel Coordination Serves as Travel Arranger for team members, preparing travel authorizations, obtaining visas, making reservations, and coordinating with the E-EX Travel Team to close out vouchers and upload receipts. Accompany the Assistant Secretary and other OES personnel to international and domestic meetings, developing materials on emerging issues and preparing travel vouchers upon completion. Correspondence & Document Management Maintains liaison with bureau offices to ensure deadlines are met for work tasked by S/ES and the E Under Secretary, coordinating with the Senior Advisors and Special Assistants to track and monitor correspondence within the E Family. Ensures all official communications to the OES Front Office are properly and promptly handled in accordance with records requirements and Department standards. Prepares and requests briefing memoranda for meetings through the Department paper tasking system. Knowledge Management & Process Improvement Monitors business processes to improve OES administrative operations and better meet Department goals and objectives. Provides advice and assistance in the control and administration of OES operations and the establishment of administrative criteria to achieve mission objectives. Ensures proposals and orders are directed to proper offices for implementation and prompt action at the direction of the Special Assistants. Administrative & Operational Support Provides courteous and responsive service to Bureau personnel, performing general word processing and office support functions. Serves as liaison for administrative HR matters, including performance appraisal reminders, leave restoration procedures, proxy access in performance management systems, and award nominations. Acts as liaison for GSO work orders, IT maintenance, and computer issues. Assist new staff members by processing new hire paperwork and coordinating equipment and security access. Maintain and process time and attendance records in support of other OES administrative personnel. Process and submit time and attendance records in support of OES/FO personnel. Other duties as assigned. Security & Classified Information Management Ensures classified materials are managed appropriately, including procedures for handling and storing secret documents.

Qualifications:

Bachelor's degree preferred. Excellent knowledge of Department of State operations and overall office management experience. Active Secret security clearance. Experience as a senior level secretary/office manager working under pressure. Working knowledge of personal computers and general administrative practices.

Preferred qualifications:

Knowledge of Department of State systems such as OpenNet, E2 Solutions, WebTatel, etc.

Job Types:

Full-time, Contract Pay:

$110,000.00 - $115,000.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance

Education:

Bachelor's (Preferred)

Experience:

as senior level secretary/office manager: 1 year (Required) E2 travel

Solutions:

1 year (Preferred) Office management: 10 years (Required)

Department of State:

5 years (Preferred)

Federal Government:

5 years (Required) Security clearance: Secret (Required)

Work Location:

In person