Executive Assistant

OBXtek•Dc, DC

32d•Hybrid

About The Position

OBXtek is seeking an Executive Assistant to provide administrative and personnel management support to the Office of Award Terminations (OAT) leadership for USAID. The role requires strong executive skills, the initiative to learn quickly, emotional intelligence, and the ability to track and trace work through multiple workstreams. The successful candidate will have demonstrated experience with internal and external communications, executive coordination, and impeccable attention to detail.

Requirements

Bachelor’s degree in a relevant field (e.g Business Administration/Management, Public Administration, or Communications)
Must be proficient in the Google Suite - especially Google Calendar and Google Meets
Must have at least 3 years of experience supporting senior executives in the following areas: Workflow coordination, Streamlining daily tasks between departments and top leadership, Data and reporting (Compiling research, metrics, financial records), and Communications
Experience supporting government agencies.
Candidates with no USAID experience.
Public Trust Security Clearance

Responsibilities

Supporting the Senior Procurement Executive (SPE): Maintain the calendar for the SPE. Track and report pending tasks for the SPE’s action on a daily basis. Take notes in executive level meetings and identify actions for the SPE’s steer.
Office Logistics: Coordinate, schedule, and maintain office-wide meetings and social gatherings. Maintain the staff directory, staffing metrics, and office seating chart.
Onboarding New Hires: Work with the Contracting Officer Representatives (CORs) to coordinate the onboarding of new employees. Create and maintain new hire onboarding agendas. Serve as the one of the main points of contact for new hires during the onboarding process.
Voucher and Claims Tracking: Assist in managing the submissions of vouchers and certified claims for both SPE and Chief Acquisition Officer (CAO) approval. Assist in managing the submission of approved vouchers and certified claims back to the submitting Contracting Officer (CO).
Internal Communications: Assist in drafting emails for the SPE, CAO, or Executive Action Division Lead to share with the entire office regarding office logistics and important announcements.
Data Calls: Support responses to rapid data call requests from Agency leadership and other federal agencies. Use the Agency’s ASIST filing system to pull valuable information on contracts and awards.
Agency Clearance Process: Manage the clearance process for the SPE and CAO. Coordinate with the Executive Secretariat for Clearances from the Front Office.