Executive Assistant

Nakupuna Companies•Arlington, VA

8d•Onsite

About The Position

Nakupuna Companies seeks an Executive Assistant to join a team working under The Bureau for Global Health Security and Diplomacy (GHSD). GHSD is responsible for implementing the U.S. President's Emergency Plan for AIDS Relief (PEPFAR), a government initiative launched in 2003 that aims to save and improve the lives of those suffering from AIDS around the world. The Executive Assistant shall be assigned to the GHSD Front Office or another GHSD Office. The purpose of this role is to provide comprehensive administrative support to one or more bureau principals – including the Ambassador, Principal Deputy Assistant Secretary (PDAS), Deputy Assistant Secretary (DAS) and/or Special Advisor – or GHSD Office ensuring their schedules, office operations, and engagements are managed effectively and professionally.

Requirements

Self-motivated
Pays close attention to detail
Good oral and written communication skills
In good physical condition
6 years or more of work experience in administration, travel planning, complex logistics, foreign service
Experience working with the U.S. interagency, with a senior level of contacts
Experience as an assistant to senior U.S. government officials, including managing schedules, drafting, editing or briefing memoranda, and overseeing travel arrangements
Proficient in technical and customer service, emotional intelligence, organization, time management, multitasking, filing, scheduling, Microsoft office, correspondence, administrative support; writing, oral and communication skills
Ability to work independently
Technological literacy skills
Secret clearance required
Must be a U.S. Citizen
Ability to perform repetitive motions with the hands, wrists, and fingers
Ability to engage in and follow audible communications in emergency situations
Ability to sit for prolonged periods at a desk and working on a computer

Nice To Haves

Working knowledge of statistical software platforms such as SAS or Tableau
Demonstrated knowledge and experience in data analysis
Bachelor's degree is preferred

Responsibilities

Manage and maintain the principal’s and/or office’s daily schedule, including meetings, appointments, and events
Coordinate with internal and external stakeholders to schedule engagements and resolve conflicts
Reschedule appointments as necessary and prepare briefing memoranda for meetings
Escort staff and visitors into secure Department of State buildings as required
Ensure compliance with security protocols and procedures during escorting activities
Prepare, print, and organize briefing materials for meetings, events, and travel
Ensure materials are accurate, complete, and delivered in a timely manner
Monitor office supply inventory and procure necessary items to maintain operational efficiency
Coordinate with procurement staff to ensure timely delivery of supplies
Answer phones, screen calls, and direct inquiries to the appropriate staff or office
Greet guests and visitors professionally, ensuring they are directed appropriately
Arrange domestic and international travel for bureau principals, including flights, accommodations, and transportation
Make hotel reservations, submit passport and visa applications, and prepare vouchers upon completion of travel
Prepare travel itineraries and ensure compliance with Department of State travel policies
Take and transcribe notes during international, interagency, or public meetings as required
Ensure all official communications to the GHSD Bureau are properly and promptly handled, in accordance with records requirements and Department of State standards
Assist in the preparation of large volumes of correspondence, memoranda, briefing papers, and reports
Frequently work with senior-level contacts across the Department of State and interagency
Serve as liaison for administrative HR matters, including performance appraisal reminders, leave restoration procedures, and award nomination procedures
Assist by coordinating equipment and security access
Act as liaison for GSO work orders, IT maintenance, and computer issues