Administrative Assistant III

Goldbelt, Inc.•District of Columbia, DC

11d

About The Position

The Administrative Assistant III serves as a Staff Assistant in the Office of Sports Diplomacy in the Bureau of Educational and Cultural Affairs. The Office manages five sports-based exchange programs and oversees the day-to-day operations of the Department’s Coordinator for International Athletics (DCIA), a role leading cross-functional engagement around international athletics. The purpose of this position is to assist office leadership and staff in the coordination and implementation of a wide variety of projects in support of the office’s sports exchange programs and DCIA role including: manage schedules, coordinate meetings, maintain records, prepare correspondence, handle emails, organize files, and assist with data entry and reporting. The Staff Assistant will also support office operations by communicating with team members and partners and ensuring day-to-day [non-paper] administrative processes are completed accurately and on time. Their role helps improve organization, efficiency, and overall workflow.

Requirements

Excellent written and verbal communication skills.
Strong organizational and time management skills with the ability to manage multiple priorities in a fast-paced environment.
Proven ability to exercise discretion and handle sensitive or confidential information.
Ability to work independently with minimal supervision while collaborating effectively across teams.
Bachelor's degree or equivalent combination of education and relevant experience.
3-5 years of responsible administrative or executive support experience.
Demonstrated experience supporting senior executives, directors, or leadership teams.
Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual collaboration platforms (e.g., Microsoft Teams, Zoom).
Experience coordinating meetings, calendars, travel, and expense reporting.

Nice To Haves

Previous experience working with U.S. government grants and exchange programs is preferred.

Responsibilities

Performs a wide variety of duties necessary to assist planning and implementing exchange programs (including programs related to alumni of ECA and/or AppExchange programs) in coordination with regional bureaus, other bureau offices, program agencies, and posts.
Performs relevant administrative planning and implementation for task/project completion and provide support for major organizational analysis, design and implementation projects.
Maintains a close and highly responsive relationship with the office's day-to-day activities.
Provides data analysis, record keeping, research and other duties as may be required. Timekeeping assistance using TATEL and travel reservations using E2Solutions might be required.
Works directly with the Office Director and staff to support the exchange of students and scholars on all programs managed by the office. This may include assisting with the implementation of orientations and other enrichment activities, maintaining-program and participant records in the Student Exchange Visitor Information System (SEVIS), authorizing J-visa employment and transfer requests, tasking and tracking J-visa 212(e) waiver requests for ECA/A/E, as well as coordinating ECA/A/E responses to grantee crises and emergency situations.
Operates in a variety of IT systems
Maintains the office travel plan, assists office travelers with Travel Authorizations and Vouchers, develop and updates office travel policy guidance, and tracks office travel expenditures.
Places orders for all needed office supplies, maintains store of office supplies and works with procurement to reorder when necessary.
Manage complex calendars, coordinate meetings, arrange domestic and international travel, prepare correspondence, and support senior leadership in daily operations.
Oversee administrative processes, maintain office procedures, manage records and databases, order supplies, and ensure the efficient operation of the office.
Respond to inquiries, communicate with internal and external stakeholders, coordinate logistics across teams, and handle sensitive information with professionalism and discretion.
Review, collect, and process employee timesheets, travel vouchers, receipts, and other administrative documentation for accuracy and compliance with organizational policies; maintain records and coordinate with finance and human resources to ensure timely processing and reimbursement.