OCIO Executive Administrative Assistant

United States Agency for Global Media (USAGM)•Washington, DC

3d•$37 - $37•Onsite

About The Position

The incumbent serves as a Personal Services Contractor (PSC) OCIO Office Administrator – OCIO Executive Operations Support for the U.S. Agency for Global Media (USAGM), Office of Technology, Services, and Innovation (TSI), Office of the Chief Information Officer (OCIO). This role provides executive administrative, operational coordination, scheduling, documentation, reporting, and communications support to OCIO executive leadership. The PSC OCIO Office Admin supports leadership visibility, meeting readiness, follow-through on commitments, and continuity of executive operations across OCIO priority workstreams. The position supports OCIO leadership through executive operations support, stakeholder coordination, records organization, task tracking, calendar management, and preparation of leadership-ready administrative materials. The incumbent requires working knowledge of executive administrative support practices, office management methods, Microsoft 365 collaboration tools, meeting coordination, professional correspondence, records organization, and follow-up management. The position also requires the ability to communicate clearly and tactfully with stakeholders at multiple organizational levels, maintain confidentiality, organize competing priorities, prepare accurate written materials, and work effectively in a fast-paced mission-support environment.

Requirements

Working knowledge of executive administrative support practices, including calendar management, meeting coordination, correspondence preparation, action tracking, document control, and follow-up management.
Working knowledge of Microsoft 365 applications and collaboration tools, including Outlook, Teams, SharePoint, OneDrive, Word, Excel, and PowerPoint, sufficient to manage schedules, prepare documents, organize materials, coordinate collaboration, and maintain executive support records.
Working knowledge of OCIO and TSI administrative and operational practices sufficient to route inquiries, identify responsible offices, coordinate follow-up, and support leadership awareness of operational priorities.
Working knowledge of records organization, version control, file management, naming conventions, document retrieval, and administrative recordkeeping practices.
Working knowledge of professional writing, proofreading, formatting, and communication practices sufficient to prepare leadership-ready correspondence, summaries, agendas, meeting notes, status reports, and briefing materials.
Working knowledge of task tracking and workflow management practices sufficient to maintain action registers, identify overdue items, follow up with responsible parties, and provide concise status updates.
Ability to communicate tactfully and professionally with executives, managers, employees, contractors, administrative offices, and external stakeholders in person, by phone, by email, and through collaboration platforms.
Ability to manage multiple priorities in a fast-paced environment while maintaining accuracy, confidentiality, attention to detail, and responsiveness to time-sensitive leadership requirements.
Ability to distinguish administrative coordination from technical, procurement, budget-certifying, security, HR, or policy decision authority, and to route matters requiring formal approval to the appropriate responsible office.

Responsibilities

Manages and coordinates calendars, meeting requests, scheduling priorities, and meeting logistics for OCIO executive leadership. Reviews meeting requests for purpose, required participants, urgency, agenda, expected outcomes, and required background materials.
Coordinates Teams meetings, conference rooms, attendee availability, read-ahead materials, and follow-up expectations.
Tracks changes to executive schedules and assists in resolving conflicts by coordinating with OCIO staff, agency offices, and administrative points of contact.
Ensures leadership is prepared for meetings by collecting agendas, decision points, background materials, and status updates from appropriate offices.
Drafts, edits, formats, routes, and tracks routine executive correspondence, meeting notices, follow-up messages, briefing notes, talking points, administrative communications, and leadership-ready summaries.
Reviews materials for clarity, completeness, grammar, formatting, tone, and consistency with OCIO communication expectations.
Tracks incoming requests, correspondence, taskers, and inquiries that require leadership review, response, delegation, or follow-up.
Coordinates subject-matter input from OCIO teams when a technical, operational, procurement, security, HR, or program-specific response is required.
Maintains executive action trackers for commitments, taskers, due dates, decisions, follow-up items, and unresolved operational issues.
Tracks action items from meetings, emails, leadership discussions, and coordination calls.
Follows up with responsible offices to obtain status updates, supporting materials, and completion confirmations.
Flags overdue, blocked, unclear, or high-priority items to leadership for awareness and decision-making.
Prepares concise status summaries showing open actions, completed items, upcoming deadlines, and matters requiring executive attention.
Creates, updates, organizes, and maintains executive support documents, meeting notes, decision logs, action registers, briefing materials, report inputs, and administrative records.
Maintains organized files in approved OCIO repositories such as SharePoint, Teams, OneDrive, or other approved systems.
Supports version control, naming conventions, document routing, and retrieval of leadership materials.
Prepares meeting minutes, action lists, follow-up documentation, and recurring administrative summaries for OCIO leadership meetings, operations reviews, and ad hoc briefings.
Serves as an administrative coordination point for OCIO executive operations by helping route requests to the proper OCIO division, office, or responsible official.
Coordinates with offices such as Contracts, Security, Human Resources, Budget, Facilities, Telecommunications, Service Desk, Enterprise Platforms, and other agency stakeholders when executive support activities require cross-office follow-up.
Assists with onboarding and offboarding coordination for executive-facing staff by tracking status, routing administrative requests, and confirming follow-up items without replacing formal HR, security, budget, contracting, or IT approval processes.
Supports travel, visitor, briefing, event, and office coordination activities as assigned.
Identifies recurring administrative coordination gaps and recommends practical improvements to templates, trackers, meeting routines, document organization, correspondence routing, and follow-up processes.
Maintains continuity materials, standard operating notes, points of contact, recurring workflow references, and administrative checklists to support executive office operations.
Supports consistent handoffs, leadership coverage, and awareness of pending items during absences, schedule changes, or high-volume operational periods.
Performs all other similar/related duties and responsibilities as may be assigned, provided the duties are consistent with an OCIO executive administrative support role and do not convert the position into a Service Desk, technical support, supervisory, procurement-certifying, budget certifying, security adjudication, HR decision-making, or policy decision-making role.