Senior Staff Assistant

The purpose of this task order is to provide professional services in the form of one (1) Senior Staff Assistants, who will support the R/PPR front office by performing the tasks described in this Statement of Work.

Job Duties:

• Manage administrative support projects for the office, including developing systems and processes to support the projects; organizing, coordinating, and staffing regular meetings for the projects; drafting talking points, memoranda, and documents; taking accurate minutes of meetings; tracking implementation of the projects; responding to basic inquiries about the projects

• Provide recommendations to senior leadership on substantive matters related to office management, administrative functions, and engagement with other Department bureaus.

• Make administrative arrangements for conferences and meetings, apprise participants of necessary details, and ensure that all references and background documents are available.

• Prepare a physical and/or electronic binder outlining each coming day’s activities and compiling relevant preparatory paper for senior leadership.

• Track due-outs and follow-up items from senior leadership’s interactions, draft email and written correspondence as needed, and assign action to others as appropriate.

• Process incoming and outgoing materials including correspondence, reports, memoranda, and other written communications.

• Assign review and clearance responsibilities for incoming materials to subject matter experts, communicate with stakeholders to ensure deadlines are met, track status and monitor completion.

• Assign responsibility for drafting specialized correspondence, memos, briefing materials, presentations, and other informational products to subject matter experts.

• Provide guidance, feedback, and substantive editing support to drafters of informational products for senior leadership.

• Respond to queries on taskers and clearance requests from within the office and from other bureaus/offices.

• Edit letters, compose reports, review correspondence for accuracy and completeness, prepare presentation outlines, develop standard or form letters, and reply to inquiries.

• Develop background information and prepare outlines for senior leadership’s briefings, papers, and correspondence/reports.

• Advise leadership of important issues arising during their absence from the office, bringing significant items in reports, files, and correspondence to leadership’s attention.

• Prepare varied documents such as newsletters, brochures, flyers, special reports, briefings, manuals, etc. by integrating and laying out text and graphics on a page; adjusting the size of charts, graphs and pictures; applying publishing capabilities to enhance the presentation of data; changing tables to graphs; adding boxed explanatory text; highlighting/shadowing material; superimposing graphs with other graphs or clip art; importing graphics into text, etc.

• Prepare and gather all relevant trip materials for leadership travel and compile into a physical and/or electronic binder.

• Provide training support to junior staff assistants on governing procedures, regulations, and policies.

• Coordinate and communicate with team members to ensure timely action is taken for pending taskers and clearance requests.

• Participate in regular meetings with members of the front office to provide updates on taskers and clearance requests.

Requirements

• Knowledge of administrative management and organization principles, concepts, methods, and practices to provide a variety of administrative support functions that contribute to the smooth and efficient operation of the Office.
• Preferred but not required: Knowledge of applicable Department of State administrative rules, regulations, policies, and procedures, particularly concerning time and attendance, document clearances, and travel, to ensure compliance with applicable requirements.
• Ability to interact effectively with individuals at various levels to provide advice, information, and assistance.
• Ability to work cooperatively and proactively in a team environment in order to meet the demands associated with a high volume, results-driven office.
• Ability to plan, organize, and prioritize work to efficiently accomplish multiple, concurrent assignments with tight deadlines.
• Demonstrated mastery of the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams), timekeeping system(s), and social media account(s) in order to prepare, present, and exchange program information.
• Ability to communicate effectively, both orally and in writing, to provide information and assistance, draft a variety of written documents, explain policies and procedures, and establish and maintain liaison.
• Minimum of two (2) years of experience interacting with all levels of the organization (entry level through executives/C-Suite)
• Minimum of one (1) year of experience monitoring the workload(s) of others
• Executive presentation experience, including writing effective executive summaries; creating and presenting PowerPoint (or other) slide decks; planning, scheduling, and facilitating meetings (both in person and virtually using apps like MS Teams, Adobe Connect, Zoom, etc.).
• A Bachelor’s Degree.
• Ability to maintain a Top-Secret Security Clearance

Benefits

Benefits Include:

• Covers 100% of employee benefit premiums, including Medical (PPO or HDHP Option), Vision, Dental
• Matching 401K
• Short- and Long-Term Disability
• Pet Insurance
• Professional Development/Education Reimbursement
• Parking and Transit Benefits for NY, NJ, ATL, and DC Metro areas

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Salary Compensation: $135,000-$140,000/year

Equal Opportunity Employer / Individuals with Disabilities / Protected Veterans