Administrative Assistant Office of Press and Public Diplomacy

Cherokee Federal•Washington, DC

10d•Onsite

About The Position

The Administrative Assistant supports the EUR/PPD Office Director and staff with day-to-day administrative operations, including scheduling, travel, meeting agendas, newsletters, vouchers, representational events, and programmatic events. The role recommends administrative decisions, guidelines, and procedures to improve office efficiency and effectiveness, and serves as a key point of contact with EUR-IO/EX on procurement issues, contracts, and memoranda of understanding. The position also supports personnel matters and serves as a main contact for incoming and departing employees. It reports to the Office Director and has no supervisory or management authority. The role requires an active Top Secret/SCI clearance. Work is performed primarily in a climate-controlled office environment. The position may involve prolonged sitting and computer work, with occasional standing or moving around the office for extended periods.

Requirements

Associate’s degree in Office Management, Business Administration, or a related field, or one to three years of demonstrated work experience related to administrative and operations management.
Ability to make independent decisions and judgments on routine procedural issues.
Demonstrated ability to provide excellent customer service.
Proficient to intermediate experience using word processing, spreadsheets, database applications, and PowerPoint.
Demonstrated ability to meet deadlines and a strong working understanding of Bureau protocols and business, including people, strategy, and operations.
Knowledge of the substantive programs of the Bureau as they relate to the administrative functions of the assigned office.
Active Top Secret/SCI clearance.
Must pass Cherokee Federal pre-employment qualifications.
Prolonged periods of sitting at a desk and working on a computer; may occasionally need to stand or move about the office for extended periods.

Responsibilities

Support the EUR/PPD Office Director with scheduling, travel, meeting agendas, newsletters, and other administrative needs.
Assist with clearance requests and track taskings from the EUR Front Office to EUR/PPD.
Arrange staff travel in accordance with requirements and regulations, and ensure travel authorizations and vouchers are processed properly.
Ensure visa and travel requirements are met.
Serve as EUR/PPD timekeeper and ensure staff time and attendance are recorded and tracked in compliance with Department deadlines.
Track and provide guidance on the use of EUR/PPD representational funds.
Update Public Diplomacy email distribution lists, including PPD, PAO, CAO, and IO lists.
Assist the EUR/PPD Security Officer and ensure office personnel receive training in and adhere to appropriate security practices.
Collect information and prepare paperwork for rotational and detail assignments, including temporary tours of duty and required memoranda of understanding.
Assist new employees and ensure they are assigned a sponsor.
Assist with processing visitors and guests, including International Visitors Leadership Program participants and other exchange-program participants.
Troubleshoot administrative matters involving EUR/PPD staff and the office suite, and liaise with the Bureau’s Executive Office and IT department as needed.
Track and maintain office supplies.
Perform other job-related duties as assigned.