Executive Secretary V - Washington, DC

Military Spouse Corporate Career Network•Washington, DC

1d•$50•Onsite

About The Position

Tuvli is looking for an Executive Secretary V to provide professional support services to the Department of State's Bureau of Consular Affairs-Front Office. This role involves managing correspondence, supporting administrative tasks, serving as the SharePoint administrator, analyzing and prioritizing memos, directing clearance processes, coordinating with various departments, leading communication initiatives, preparing briefing materials, editing documents, drafting correspondence, synthesizing input for reports, advising leadership on emerging issues, serving as a SharePoint and digital communications expert, assisting with training initiatives, and supporting HR functions. The position also includes secondary duties such as reviewing time and attendance, managing office communications, overseeing onboarding/offboarding, managing office supplies, reviewing travel documents, coordinating meetings, and developing stakeholder contact lists.

Requirements

Bachelor’s Degree required.
5+ years’ work experience in the Bureau of Consular Affairs or related field.
5+ years’ professional experience in governmental affairs, public affairs, or strategic communications.
3+ years supervisory experience.
Advanced knowledge of SharePoint and Microsoft Office suite.
Superior organizational, communication, writing, and editing skills.
Demonstrated ability to draft and edit strategic communication materials for senior audiences.
Strong organizational, interpersonal, coordination, and communication skills.
Proven leadership and supervisory skills, including mentoring and training staff.
Strong analytical skills; ability to interpret and apply complex regulatory materials.
Ability to coordinate effectively with senior Department officials and external stakeholders.
Ability to manage multiple high-priority tasks under pressure.
Commitment to maintaining composure and objectivity in stressful situations.
Active Secret Clearance.

Nice To Haves

Master’s Degree preferred.

Responsibilities

Manage the processing and quality assurance of all forms of correspondence, including cables, memorandums, letters, and briefing papers, ensuring consistency with Department standards.
Assist CA/P S Administrative Assistants and Management Analyst in managing complex internal tasks, deadlines, and deliverables.
Serve as the principal administrator for the CA/P SharePoint site, developing advanced workflows, managing permissions, and ensuring compliance with Departmental guidance.
Analyze and prioritize incoming memos, submissions, and reports, providing strategic recommendations to senior leadership.
Direct the clearance process for high-priority action items, ensuring timely and accurate responses from CA/P staff.
Coordinate closely with the CA Front Office, all CA directorates, other Department bureaus, and 7th floor staff to facilitate top-level policy and communications initiatives.
Lead the development and clearance of media, press guidance, talking points, congressional engagement, social media, and messaging campaigns to protect U.S. citizens and secure America's borders.
Prepare and review complex briefing materials for senior officials, including public presentation outlines and strategic reports.
Edit internal policy and operational documents; draft high-level correspondence and reports.
Prepare, compile, and synthesize input from CA/P for weekly activity reports and other strategic documents.
Advise the CA/P Director on emerging issues and recommend actions on matters requiring immediate attention.
Serve as the bureau’s SharePoint and digital communications expert, providing advanced training and briefings to staff and external partners.
Assist in developmental, leadership, and training initiatives for CA/P staff.
Assist with HR functions in coordination with the Deputy Director, including hiring, onboarding, personnel actions, and bidding.
Manage the flow of complex inquiries from congressional offices, other bureaus, and the White House, ensuring accurate routing, drafting, and clearance.
Review time and attendance records and oversee leave and rotation planning for the office.
Manage office-wide email distribution lists, organizational calendars, and internal communication channels.
Oversee onboarding and offboarding processes, ensuring seamless transitions for staff and coordination with IT and HR.
Supervise office supply management and automation equipment maintenance.
Review travel authorizations and vouchers; oversee travel planning and compliance.
Lead coordination of high-profile meetings, seminars, and conferences, both domestically and overseas.
Develop and maintain strategic stakeholder contact lists, including diaspora groups, industry leaders, media, and congressional offices.
Oversee newsletter and email distribution list management, ensuring effective outreach and communication.
Review and approve meeting minutes and ensure follow-up on action items.