Administrative Assistant (Executive) IV (OCB)

United States Agency for Global Media (USAGM)•Doral, FL

3d•Onsite

About The Position

The U.S. Agency for Global Media (USAGM), through the Office of Cuba Broadcasting (OCB), operates broadcast and digital media services to inform, engage, and connect the people of Cuba with accurate, objective, and comprehensive news and information. To support this mission, OCB requires reliable, high-level administrative and operational support to ensure the effective functioning of its offices, leadership, and personnel. This Position Description defines the duties and responsibilities of a Personal Services Contractor (PSC), Level 4, serving as an Administrative Executive Assistant, providing integrated executive-level support, scheduling, office coordination, and front office management services in support of OCB operations in Miami, Florida. The PSC shall provide a full range of executive administrative, coordination, and management support services. The contractor will perform duties with a high degree of independence, applying professional judgment and established USAGM/OCB procedures to support daily operations, senior leadership requirements, and mission-related activities.

Requirements

Demonstrated experience in executive administrative, office coordination, or office administration roles.
Ability to manage multiple priorities and perform duties independently with sound professional judgment.
Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and standard office technology.
Proficiency building and maintaining workflow and scheduling data systems.
Strong written and verbal communication skills.
Bilingual proficiency in English and Spanish (spoken and written).
General knowledge of Cuba—its people, history, politics, culture, and nations within its influence sphere—sufficient to support OCB’s broadcasting mission.
Incumbent must hold U.S. citizenship.

Nice To Haves

Experience working in federal government and information environment.
Familiarity with contracts, federal administrative processes, or USAGM operational procedures.

Responsibilities

Influence executive decision-making through strategic and tactical planning support, needs analyses, and consultation with OCB and USAGM personnel, in coordination with OCB’s management team USAGM senior leadership when required.
Assist the Director and Deputy Director, as well as USAGM senior leadership on premises with planning and directing administrative and program operations, providing advice and support on highly complex and sensitive matters.
Conduct research and Measures of Effectiveness (MoE) analysis to provide accurate and timely reports on the soft power effects of OCB’s broadcast operations
Provide administrative support to OCB management, on premises USAGM Senior Leadership, editorial, technical, and support staff.
Maintain an up-to-date contact and scheduling database of subject matter experts (SME) that can be called upon to provide insightful and engaging topical discussions for long and short-form interviews in subjects of impact, interest, and importance to Radio and TV Marti audiences.
Maintain and up-to-date contact database for local, national, and international officials, leaders, and influencers to seek information for, and schedule meetings with, OCB and USAGM Senior Leadership
Draft, format, edit, and proofread correspondence, memoranda, reports, spreadsheets, and presentations.
Receive, screen, and route telephone calls, emails, and visitors; serve as an initial point of contact for internal and external stakeholders.
Maintain official electronic and paper files in accordance with federal records management, information security, and confidentiality requirements.
Plan and manage OCB’s administrative management program, including management analysis, personnel administration, automation, support services, and budget and financial management support, while ensuring routine office operations comply with agency policies.
Coordinate and oversee daily administrative operations, including tracking taskers, deadlines, and deliverables; managing calendars, meetings, briefings, and conference calls; and ensuring timely follow-up and continuity of operations.
Provide administrative support for day-to-day coordination of federal staff and visiting personnel.
The PSC will serve as the primary point of contact for external administrative reporting; coordinate and prepare OCB contributions to OMB and Congressional reports; including input to USAGM’s annual report to Congress.
Support responses to GAO and Department of State Inspector General (IG) audits and inquiries; assist in preparing Director statements and briefings for OMB and Congressional committees.
Represent OCB by maintaining effective working relationships with USAGM leadership, other federal agencies, contractors, and vendors.
The PSC will oversee and support core administrative services, including procurement, property and space management, travel, payroll coordination, and motor vehicle services; manage procurement documentation, inventory, and deliveries; coordinate domestic and international travel; maintain administrative logs and databases; support budget execution and expenditure tracking; and ensure compliance with PSC contract requirements, USAGM regulations, and internal controls.
The PSC develop and maintain OCB-wide administrative policies and procedures; coordinate staff training and professional development; provide administrative and logistical support for meetings, projects, and events; handle sensitive information with discretion; and perform other related duties as required to support OCB and USAGM operations.