Administrative Assistant – GFO Front Office (Full Time On-Site)

IFAS LLC•Charleston, SC

3d•$49,337 - $61,671•Onsite

About The Position

This position offers a unique opportunity to support senior leadership within the U.S. Department of State's Global Financial Operations (GFO) organization in a role requiring a U.S. Department of State Secret Security Clearance. The GFO Front Office serves as the central administrative hub for leadership. This position primarily supports the Managing Director through calendar management, meeting and travel coordination, communication, and daily administrative operations, while providing support to other GFO leadership and Front Office staff as needed.

Requirements

High school diploma or equivalent.
Demonstrated organizational, interpersonal, verbal, and written communication skills.
Proficiency using Microsoft Office applications, including Outlook, Word, Excel, Teams, and other common office software.
Ability to manage multiple assignments, establish priorities, and adapt to changing workloads in a fast-paced environment.
Ability to work independently while maintaining confidentiality.
Ability to understand, interpret, and follow written and verbal instructions, policies, and procedures.
Ability to produce accurate work with attention to detail while meeting established deadlines.
Ability to sit, stand, bend, kneel, lift up to 10 pounds, and use a computer for extended periods.
Ability to obtain and maintain a Secret Security Clearance.

Nice To Haves

Experience supporting multiple management levels in a fast-paced office environment.
Experience managing complex Outlook calendars, scheduling meetings, and coordinating travel.
Experience preparing, proofreading, formatting, and organizing professional correspondence and documents.

Responsibilities

Manage and maintain complex calendars by scheduling, prioritizing, rescheduling, and coordinating appointments while protecting leadership's time and resolving conflicts.
Coordinate meetings, including invitations, conference rooms, attendee responses, schedule changes, meeting materials, and supporting documentation.
Coordinate domestic and international travel, prepare travel authorizations, and assist with travel voucher documentation for the Managing Director and other GFO managers as needed.
Monitor leadership email, correspondence, and administrative actions, as directed, ensuring time-sensitive items are brought to leadership's attention and routed appropriately.
Draft, edit, proofread, format, and distribute professional correspondence, reports, presentations, agendas, meeting minutes, and other documents.
Serve as the first point of contact for employees, visitors, contractors, and senior leaders; greet visitors, manage access, direct inquiries, and notify leadership of arriving guests.
Monitor and appropriately route Front Office communications and requests, determining when matters require immediate leadership attention and ensuring timely follow-up.
Maintain a professional, organized, and welcoming Front Office and collaborate with Front Office staff to provide administrative coverage and continuity of operations.
Assist with onboarding activities, workspace coordination, and other Front Office administrative needs.
Conduct daily calendar reviews to identify conflicts, preserve leadership availability, prepare schedules, and recommend adjustments when priorities compete.
Maintain contact and distribution lists, records, filing systems, and administrative reference materials in accordance with Department requirements.
Prepare, organize, route, and archive documentation requiring leadership review, signature, or approval; track suspense dates and recurring administrative requirements through completion.
Coordinate office supplies, equipment, workspace logistics, employee recognition activities, office events, special projects, and other administrative assignments as needed.