Executive Assistant

Goldbelt, Inc.•District of Columbia, DC

25d•Onsite

About The Position

The Executive Assistant will provide the U.S. Permanent Mission to the Organization of American States (USOAS) with executive administrative and coordination support to the Ambassador, including management of the Ambassador’s schedule, meetings, transportation, official engagements, and related administrative requirements.

Requirements

Excellent communication skills.
Ability to interact professionally and effectively with executive assistants, diplomats, senior government officials, representatives of foreign governments, and representatives of international organizations.
Ability to exercise sound judgement, professionalism, discretion, and confidentiality when handling sensitive scheduling, meeting travel, and official engagement information.
Must be familiar with Department of State administrative systems
Proficient in Microsoft Office Suite, including Outlook, Word, Excel, Teams, and Microsoft 365. Able to edit text documents, create templates, and utilize spreadsheets and formulas in Excel.
Excellent written English and comprehension skills
Must be proactive and able to work independently
Must follow up on request in a timely manner
Ability to manage and prioritize multiple administrative tasks and requests in a fast-paced, high-visibility environment while maintaining accuracy, responsiveness, professionalism, and attention to detail.
Two-year or four-year degree from an accredited college or university, or minimum of 5 years of relevant work experience.
Experience providing executive administrative support to senior government officials, executives, diplomats, or other high-level principals in a fast-paced, high-visibility environment.
Experience coordinating complex schedules, meetings, official engagements, transportation, travel, and other logistical requirements involving senior government officials and external diplomatic or government counterparts.
Experience working in diplomatic, international, federal government, or similarly complex multinational environment strongly preferred.
Experience supporting multiple clients in a fast-paced environment. Must be adaptable to changing priorities and requirements
Must have and maintain a Secret Clearance

Nice To Haves

Experience supporting senior officials in a multilateral organization or diplomatic mission environment strongly preferred
Fluency in Spanish or Portuguese strongly preferred

Responsibilities

Maintain and coordinate the Ambassador’s calendar and schedule, including scheduling, confirming, rescheduling, and tracking meetings, official engagements, calls, briefings, events, and other commitments.
Coordinate meeting requests and scheduling with executive assistants, protocol officers, diplomats, and representatives of OAS Member States and Permanent Missions, as well as the OAS Secretary General’s Executive Office and other senior OAS officials and offices.
Coordinate with State Department offices, U.S. Embassies, U.S. Government offices, and external counterparts regarding the Ambassador’s meetings and engagements.
Collect and organize meeting information, including participants, location, timing, purpose, and logistical details, and ensure relevant information is available to appropriate USOAS personnel.
Arrange and coordinate official transportation for the Ambassador, including ordering and confirming government-approved vehicles and drivers for meetings, events, airport transfers, and other authorized official engagements.
Coordinate the Ambassador’s participation in meetings, receptions, conferences, diplomatic events, and other official engagements, including schedules, locations, invitations, attendance, and logistics.
Monitor the Ambassador’s daily schedule and identify scheduling conflicts, timing issues, and logistical requirements, and communicate these to appropriate USOAS personnel.
Maintain accurate records and trackers of the Ambassador’s engagements, appointments, invitations, official events, and scheduling commitments.
Receive and coordinate incoming meeting and engagement requests, document requests, and route them to appropriate USOAS personnel for review and disposition.
Coordinate with USOAS personnel to obtain briefing materials, background information, talking points, agendas, and participant information needed for the Ambassador’s engagements.
Prepare and maintain daily and weekly schedules, consolidated calendars, meeting information, contact information, itineraries, and other executive administrative materials.
Coordinate official calls and virtual meetings using Outlook, Teams, and other approved platforms.
Support protocol and logistical arrangements for senior OAS officials, Permanent Representatives, diplomats, visiting officials, and other high-level counterparts.
Coordinate visitor access and arrangements in accordance with Department of State and Diplomatic Security requirements.
Support domestic and international travel arrangements for the Ambassador, including itineraries, transportation, lodging, appointments, and other logistical requirements.
Track follow-up items arising from the Ambassador’s engagements and coordinate with designated USOAS personnel regarding appropriate follow-up.
Maintain confidentiality and exercise appropriate discretion regarding the Ambassador’s schedule, meetings, travel, contacts, and official engagements.
Provide back-up executive administrative support to the DCM and other senior Mission personnel, as needed and within the scope of the task order.
Provide surge support during the OAS General Assembly, high-level visits, major OAS meetings, elections, diplomatic events, and other significant Mission activities.
Track and disseminate notices received through the USOAS mailbox to appropriate Mission personnel for action and follow-up.
Maintain, update, and disseminate the daily “Dispatch,” including instructions for officers to address and complete paper taskings.