Executive Secretary V

NANA Regional Corporation

5d • Onsite

About The Position

Tuvli is hiring for an Executive Secretary V to support our DoS client located in Washington, DC. To join our team of outstanding professionals, apply today! Responsibilities Track, read, and analyze incoming correspondence, memoranda, submissions, and substantive policy papers to determine significance and coordinate appropriate distribution between CA/EX and directorates/offices. Creates and continually reviews and updates manuals and standard operating procedures for CA/EX. Submits Time and Attendance reporting for CA/EX/GSD personnel and maintain all T&A supporting documents. Assists with coordinating meetings, scheduling conference rooms, ordering supplies, and other administrative duties. Works with CA's Staff Assistants and Executive Assistants to monitor internal tasks, deadlines, and deliverables. Receives and screens telephone calls and visitors; follow up to ensure necessary action is initiated and subsequently works to ensure that such action is completed as quickly as possible, as applicable and appropriate. Enters all forms of correspondence in final form including cables, memorandums, letters, briefing papers. Maintains work area in a professional manner (work area must be clean, presentable, and organized, per COR guidance). Ensures automation equipment is operational (paper in the copier/fax machine, changes out printer ink cartridges, calls in work orders). Assists with prepping conference rooms before and after social events and official events during the workday. Assists with setting up conference calls, coordinating with IT personnel to set up conferences requiring IT support. Support onboarding and office readiness for incoming CA/EX staff by preparing workspaces, maintaining office management reference materials (e.g., seating charts, phone lists, welcome materials), and coordinating badge access. Uses a high degree of independent judgment in researching regulations, and in determining the relationship between guidelines and organizational efficiency and program effectiveness; uses his or her judgment in choosing, interpreting, or adapting available guidelines to specific issues or subjects. Acknowledge and adhere to all standards for conduct, internal controls, the Privacy Act, and the protection and safeguarding of all Personally Identifiable Information (PII). Prepare managers for appointment by briefing context and background data. Record minutes from meetings. Maintain an organized filing system of paper and electronic documents according to the Department of State record retention policy. Prepare internal and external documents using a variety of office software, specifically Microsoft Word, Power Point, Publisher, Excel, and SharePoint according to CA and Department of State writing standards. Perform other appropriate tasks, assignments and duties as required and assigned by their immediate Government manager.

Requirements

• Must be a U.S. citizen with a minimum SECRET clearance.
• Bachelor's Degree and five to seven years of proven experience in administrative or management support.
• Proficient in Microsoft Office software (SharePoint, Excel, Word, PowerPoint, Teams, Access, etc.).
• Excellent organizational, communication, and writing skills to include timely and accurate responses to customers' and colleagues' needs and citing policy and procedures when applicable.
• Excellent customer service skills, including customer needs assessments, meeting quality standards for services, and proactive and on-going evaluation of customer satisfaction.
• Ability to interact effectively with others, in particular colleagues and personnel from senior executive to working level.
• Ability to multi-task, triage and re-prioritize as needed.
• Demonstrated proactive approach to problem solving and decision making.
• Demonstrated multi-tasking abilities to achieve performance goals and meet changing deadlines in a fast-paced and dynamic environment.
• Highly resourceful team-player and the demonstrated ability to work independently (i.e., self-starter).
• Big-picture thinker, who pro-actively seeks opportunities for improvements and proposes sound and logical solutions.
• Ability to plan, draft, create, schedule, and/or implement projects and studies to completion to evaluate and recommend ways to improve the effectiveness and efficiency of work operations in a program or support setting.
• Ability to maintain a strict level of confidentiality.

Responsibilities

• Track, read, and analyze incoming correspondence, memoranda, submissions, and substantive policy papers to determine significance and coordinate appropriate distribution between CA/EX and directorates/offices.
• Creates and continually reviews and updates manuals and standard operating procedures for CA/EX.
• Submits Time and Attendance reporting for CA/EX/GSD personnel and maintain all T&A supporting documents.
• Assists with coordinating meetings, scheduling conference rooms, ordering supplies, and other administrative duties.
• Works with CA's Staff Assistants and Executive Assistants to monitor internal tasks, deadlines, and deliverables.
• Receives and screens telephone calls and visitors; follow up to ensure necessary action is initiated and subsequently works to ensure that such action is completed as quickly as possible, as applicable and appropriate.
• Enters all forms of correspondence in final form including cables, memorandums, letters, briefing papers.
• Maintains work area in a professional manner (work area must be clean, presentable, and organized, per COR guidance).
• Ensures automation equipment is operational (paper in the copier/fax machine, changes out printer ink cartridges, calls in work orders).
• Assists with prepping conference rooms before and after social events and official events during the workday.
• Assists with setting up conference calls, coordinating with IT personnel to set up conferences requiring IT support.
• Support onboarding and office readiness for incoming CA/EX staff by preparing workspaces, maintaining office management reference materials (e.g., seating charts, phone lists, welcome materials), and coordinating badge access.
• Uses a high degree of independent judgment in researching regulations, and in determining the relationship between guidelines and organizational efficiency and program effectiveness; uses his or her judgment in choosing, interpreting, or adapting available guidelines to specific issues or subjects.
• Acknowledge and adhere to all standards for conduct, internal controls, the Privacy Act, and the protection and safeguarding of all Personally Identifiable Information (PII).
• Prepare managers for appointment by briefing context and background data.
• Record minutes from meetings.
• Maintain an organized filing system of paper and electronic documents according to the Department of State record retention policy.
• Prepare internal and external documents using a variety of office software, specifically Microsoft Word, Power Point, Publisher, Excel, and SharePoint according to CA and Department of State writing standards.
• Perform other appropriate tasks, assignments and duties as required and assigned by their immediate Government manager.

Benefits

• The company offers a comprehensive benefits program, including medical, dental, vision, life insurance, 401(k) and a range of other voluntary benefits.
• Vacation, holiday and sick Leave offered will be as defined under the DOL's Wage Determination.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees