Administrative Assistant

Akima, LLC•District of Columbia, DC

14h•Onsite

About The Position

Tuvli, an Akima company, is hiring an Administrative Assistant to support its Department of State client in Washington, DC. The position provides administrative, scheduling, correspondence, travel, records-management, and logistical support to Principals and office staff. The role is on-site and requires an active Secret clearance, strong written and verbal communication, and fluency in Spanish, Portuguese, or French.

Requirements

Two-year or four-year degree from an accredited college or university, or a minimum of five years of relevant work experience.
Excellent communication skills.
Fluency in Spanish, Portuguese, or French.
Excellent writing skills; provide a writing sample to the COR.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, Teams, and Microsoft 365; ability to edit text documents and create templates in Word and use spreadsheets and formulas in Excel.
Excellent written English and comprehension.
Ability to be proactive and work independently.
Ability to follow up on requests in a timely manner.
Experience supporting multiple clients in a fast-paced environment.
Ability to adapt readily to change.
Active Secret clearance.

Responsibilities

Answer incoming telephone calls, route them to appropriate staff, and arrange call coverage during absences.
Manage Principals’ schedules, appointments, calendars, and meeting requests, including coordinating background information and briefings.
Manage calendars for Principals and office staff using Microsoft Outlook or Microsoft Teams.
Track social arrangements and obligations for the office.
Monitor uncleared staff in the suite within line of sight in accordance with Department policy and Diplomatic Security requirements.
Arrange visitor pre-clearance through the Diplomatic Security Visit Access Control System Domestic (VACS-D) and assist with visitor escorts.
Coordinate and prepare briefing materials, issue papers, and meeting notes; take and transcribe notes as required.
Review, route, process, compose, and edit correspondence, letters, memoranda, reports, and other written communications according to Department style and format guidelines.
Research difficult-to-obtain information using Department resources, including the intranet, Diplopodia, and SharePoint; compile data and conduct preliminary analyses.
Update program office SharePoint pages, office and organizational directories, and internal staffing patterns.
Coordinate work orders for office services and supplies with the Domestic Management Services Office within WHA.
Maintain correspondence and event files for Principals during their absences and brief them on relevant matters upon return.
Prepare requests for diplomatic passports and obtain visas through the Passport Office or local embassies; travel to embassies or consulates to pick up visas when needed.
Manage domestic and overseas travel arrangements through the Department’s E2 Solutions, including appointments, security travel, hotels, passports, and visas.
Prepare travel authorizations, itineraries, expense estimates, and travel authorization requests; assist with electronic vouchers and follow up to ensure supporting documents are submitted on time.
Manage time and attendance in the Department’s WEB TATEL system and provide certification reports to the Director or responsible officer; cover for other offices as needed.
Provide logistical support for conferences, meetings, and office members transferring into or out of the bureau.
Reserve meeting rooms through the Department’s Reserve! T and other established platforms.
Track and follow up on requests through completion and promptly notify the government manager of problems.
Serve as a proxy in the Global Employee Management System (GEMS) and transcribe performance appraisals as directed by the government manager.
Retrieve office mail from the Executive Office or mailroom weekly.
Serve as the office records liaison, recommend archive practices in line with the Records Disposition Schedule (RDS), coordinate file retirements with the Bureau Records Coordinator, and attend allowable records-management training.