Administrative Assistant II

Akima, LLC•District of Columbia, DC

5d•Onsite

About The Position

Tuvli, an Akima company, is hiring for an Administrative Assistant II to support our DoS client located in Washington, DC. Seeking experienced Administrative Assistant to coordinate and manage a wide range of administrative, operational, and technical program support functions in support of key principals overseeing U.S. foreign assistance coordination and management. The assistant supports principals in collaboration and coordination of foreign assistance to achieve foreign policy objectives. In particular, the assistant will support the Office Director, Division Directors, and/or other higher-level principles supporting foreign assistance with a high volume and a broad array of substantive staff support in a fast-paced environment. This includes coordination and scheduling with external entities requiring a high degree of responsiveness, competence and tact in written and verbal communication. Escorts uncleared visitors and personnel in security-restricted areas. The incumbent supports accuracy of documents and needed revisions within the office and between units. Facilitates connections between key stakeholders, visitors, and internal/external officials; virtually or in-person. Works on administrative and operational matters, or programmatic areas within the assigned area of responsibility. Attends meetings, takes notes, and reviews administrative documents. Preparing written materials and/or routing of material of documents for reviews and responds to correspondence. Routes official communication to the appropriate points of contact. Proofreads and edits documents for accuracy, formatting, clearances, style, and compliance with regulations. Prepares and enhances documents, presentations, reports, memos, emails, and other forms of official communication. This position requires exceptional strategic thinking, political acumen, and the ability to navigate complex organizational dynamics while maintaining the highest standards of professionalism and discretion. Conducts special projects and/or collaborates on special projects, as assigned.

Requirements

Over 5 years’ experience working with or for U.S. Department of State and/or U.S. Agency for International Development preforming administrative and managements duties.
Provide prominent administrative tasks for senior level officials
Assist with the planning and implementation of program events and special projects.
Provide administrative and clerical support for division staff; develops and implements division-wide administrative policies and procedures to be used by subordinate staff.
Conduct training of new support staff; interacts with high level officials
Coordinate and plan work and resolve inquiries.
Process travel authorizations and vouchers; assist in the on-boarding of new employees which includes arranging for office space.
Manage time and attendance; prepare procurement orders; serve as a bankcard holder to purchase equipment, supplies, and services.
Prepare training requests; schedule meetings; register visitors; manage files, serve as an office contact for phone calls and visitors.
Manage calendars; prepare, review, and edit documents, reports, and correspondence and skill using a variety of office automation software, such as spreadsheet and word processing software.
Active Secret clearance
Must be able to travel as needed.

Responsibilities

Manages and plans a high volume of schedules, arranges meetings, conferences, and VIP escorts/visits/events in a fast-paced and often changing environment.
Provide support of all administrative, management, budgetary, personnel, and operational matters; manages tasks for Office Director and other senior staff; coordinates with other offices, agencies, and/or organization.
Ensures the efficient functioning of the senior staff. Ability to make recommendations to leadership.
Assist staff with clarifying priority work and in coordination with Directors assigns tasks/papers, monitors progress, ensures quality control, and follows up with assignees to ensure deadlines are met for deliverables.
Review, edit, draft, and prepare executive documentation, letters, memorandums, interoffice communications, confidential reports and other correspondence; Coordinates and communicates effectively internally and with external stakeholders.
Makes travel arrangements and processes expense vouchers.
Makes and receives calls on behalf of other employees.
Aids in troubleshooting and resolving basic IT issues, to include hardware and software support in coordination with the office Administrative Officer and other Office Management. Specialists/Administrative Assistants.
Developing and implementing administrative procedures.
Assists with office software and helps resolve computer-related problems as first line of support, including proactively learning new systems and changes.
Overseas Travel may be needed.