Administrative Asst. for Managing Director

IFAS LLC•Charleston, SC

25d•Onsite

About The Position

You will support the leadership of Global Financial Operations. This role provides principal secretarial and administrative support to the Managing Director, Front Office staff, supervisors and a diverse team of contractors and civil service employees. You must be comfortable working independently, understanding office routines and learning the organization’s programs and procedures.

Requirements

Associate degree plus two years of relevant experience
Strong organizational, written and verbal communication skills
Ability to follow direction and understand brief explanations of tasks
Proficiency with Microsoft applications such as Outlook, Teams, OneDrive, OneNote, Forms, SharePoint, Excel, PowerPoint and Word
Ability to learn and independently use Department of State administrative systems
Ability to interpret and apply written guidelines, policies and procedures
Capacity to work independently with minimal guidance, while staying responsive to daily operational needs

Nice To Haves

Mastery of the Microsoft Productivity Suite 365
Advance skills with Excel
Administrative knowledge of SharePoint
Knowledge or ability to learn Microsoft Forms

Responsibilities

Manage calendars, schedules and leave for the Managing Director, Front Office staff and GFO government employees
Work collaboratively with Front Office staff to ensure the Managing Director receives consistent, high quality administrative support
Prepare travel orders and coordinate accommodations, transportation and travel documentation
Review travel reimbursements and ensure compliance with Department of State and CGFS travel policies
Produce and track travel authorizations in E2, secure e-tickets, obtain visas and draft country clearance requests
Assist with renewal of Diplomatic and Tourist passports
Handle operational issues that cannot always be escalated to supervisors
Prepare, proofread, and edit correspondence, reports and agendas
Serve as timekeeper using WebTATEL and maintain master sign-in logs for time and attendance
Schedule meetings, manage conference facilities and coordinate calendars
Manage core office functions such as mail distribution, supply ordering, scanning, copying and inventory, and ensure proper operation and maintenance of printers, copiers, fax machines, digital senders and other office equipment.
Maintain civil service training records in IDP (Individual Development Plan) Database
Prepare materials for meetings, conferences and calls
Attend meetings, take minutes, capture key decisions, and action items
Support hiring activities such as scheduling interviews and maintaining documentation
Prepare special reports and summaries using information from various sources
Verify and coordinate all visitor access, ensuring proper clearance through FLETC and DOS while validating that every individual meets required approval standards before arrival.
Other Front Office duties as assigned