Call for Resumes - Executive Assistant

ZemiTek LLC•Washington, DC

19h•Onsite

About The Position

ZemiTek is pursuing an opportunity to support the U.S. Department of State’s Bureau of Consular Affairs, Passport Services Directorate (CA/PPT). CA/PPT oversees passport issuance nationwide, serving U.S. citizens traveling internationally and protecting the integrity of the U.S. passport as proof of citizenship. Its headquarters offices provide leadership, policy guidance, operational oversight, planning, training, records management, and modernization support to passport agencies and centers. The anticipated contract will provide professional, administrative, analytical, and program management support to these headquarters functions. Contractor personnel will help strengthen daily operations, support informed leadership decisions, and advance initiatives that improve service delivery and organizational performance. ZemiTek is seeking Executive Assistants at Levels I, II, and III to support CA/PPT leadership and functional offices. Responsibilities vary by level: Executive Assistant I coordinates schedules, travel, correspondence, and meeting arrangements to support efficient daily operations. Executive Assistant II provides specialized administrative and project support within an assigned functional unit, including project monitoring, financial tracking, analysis, and preparation of complex briefings. Executive Assistant III provides comprehensive executive support to leadership, coordinating competing priorities and ensuring executives are prepared for meetings, decisions, and key engagements. The successful candidate will bring sound judgment, initiative, tact, and strong organizational and interpersonal skills to support an organized, responsive executive office. This role requires anticipating needs, managing competing priorities, coordinating across stakeholders, and following through on assignments. Responsibilities include keeping information accessible, coordinating arrangements, tracking outstanding actions and project commitments, and preparing clear materials that support timely decisions, with complexity and independence varying by position level.

Requirements

Active Secret personnel security clearance.
Proficient computer skills and in-depth knowledge of relevant software, including Microsoft Word, Excel, PowerPoint, and SharePoint.
Knowledge of standard office administrative practices and procedures.
Exceptional interpersonal skills.
Executive Assistant I: Minimum of three (3) years of relevant professional experience.
Executive Assistant I: Bachelor’s degree, or seven (7) years of relevant professional experience.
Executive Assistant II: Minimum of six (6) years of relevant professional experience.
Executive Assistant II: Bachelor’s degree, or ten (10) years of relevant professional experience.
Executive Assistant III: Minimum of nine (9) years of relevant professional experience.
Executive Assistant III: Bachelor’s degree, or thirteen (13) years of relevant professional experience.

Nice To Haves

Experience providing comprehensive support to senior executives in a federal headquarters or comparable environment.
Demonstrated ability to manage complex calendars, travel arrangements, and executive correspondence while adapting to changing priorities.
Experience coordinating executive projects and tracking commitments across multiple stakeholders.
Experience planning leadership meetings, conferences, and events requiring detailed logistical coordination.
Demonstrated discretion and sound judgment when handling sensitive information and executive communications.
Experience improving administrative processes and using Microsoft Office and SharePoint to support document management and collaboration.

Responsibilities

Manage executive calendars, appointments, and schedules, resolving conflicts and adjusting arrangements as priorities change.
Screen incoming calls and route correspondence and requests to appropriate personnel, tracking responses as needed.
Research and coordinate travel, including cost and per diem estimates, transportation, lodging, itineraries, and preparation of post-travel vouchers.
Prepare and edit reports, memoranda, letters, presentations, and other documents for accuracy, completeness, and professional formatting.
Organize, maintain, and retrieve executive records and reference materials, protecting confidentiality and complying with internal policies.
Track assigned tasks and project actions, clarify requirements, and complete or coordinate follow-up within established deadlines.
Coordinate meetings and events, including logistics, agendas, supporting materials, and preparation and distribution of meeting minutes.
Liaise with internal staff, external stakeholders, and vendors to obtain information and coordinate executive support activities.
Recommend improvements to administrative workflows and implement approved changes, using Microsoft Office and SharePoint to support efficient operations.
Provide specialized administrative and project support to members of an assigned functional unit, exercising independent judgment, initiative, and tact.
Monitor project activities, milestones, and financial information; maintain tracking tools and identify issues requiring follow-up or management attention.
Determine appropriate methods for collecting, organizing, and analyzing information for assigned projects.
Prepare complex briefings, presentations, and supporting materials that clearly communicate project status, findings, and recommended actions.
Develop reports and recommendations based on research, analysis, and input from relevant personnel.
Coordinate administrative assignments within the secretarial and clerical support group, clarifying priorities and tracking completion.
Support project administration by maintaining documentation, coordinating stakeholder input, and following up on decisions and outstanding actions.
Plan and coordinate events, including logistics, materials, participant communication, and administrative arrangements.
Support office relocation planning by coordinating schedules, requirements, and logistical activities to facilitate an orderly transition.
Apply established office practices and procedures to maintain organized workflows, accurate records, and responsive administrative support.
Manage executive calendars, resolve scheduling conflicts, and provide daily schedule briefings and timely reminders to ensure leadership is prepared for upcoming engagements.
Coordinate complex domestic and international travel, including itineraries, transportation, lodging, destination contacts, cost estimates, schedule changes, and supporting travel documentation.
Prepare, review, and coordinate executive correspondence, ensuring accuracy, professional presentation, and timely responses.
Maintain and organize executive documents and records, protecting confidentiality and ensuring accessibility to authorized personnel and compliance with internal policies.
Coordinate executive projects by tracking milestones, obtaining stakeholder updates, and following up on outstanding actions to support timely completion and alignment with task goals.
Serve as the primary administrative point of contact between executives and internal and external stakeholders, exercising judgment to prioritize inquiries, coordinate responses, and elevate matters requiring leadership attention.
Plan and coordinate executive meetings, conferences, and events, including logistics, agendas, and preparation and distribution of meeting materials.
Conduct research and compile background information to prepare briefings and supporting documentation for executive engagements.
Track decisions and commitments arising from executive engagements and coordinate with responsible personnel to support completion.
Oversee daily administrative workflows, ensuring assignments meet established quality standards, deadlines, and procedures; implement approved improvements that strengthen efficiency and responsiveness.