Office Administrator

Goldbelt, Inc.•District of Columbia, DC

3d•Onsite

About The Position

Goldbelt C6, LLC., is seeking an Office Administrator to provide contract support to the Ambassador at Large for International Religious Freedom for the Bureau for Democracy, Human Rights, and Labor (DRL/IRF). The position serves as the Office Administrator for the Ambassador at Large for International Religious Freedom (AAL), an Assistant Secretary-equivalent principal who is by law, the principal advisor to the President of the United States and Secretary of State and serves as the United States’ chief diplomat on issues of religious freedom worldwide, and other front office officials as needed.

Requirements

Excellent written and verbal communication skills.
A basic understanding in one the following fields: international relations, political science, history, public administration, economics, and linguistics/languages.
High School Diploma, GED and related experience
Ability to obtain and maintain a security clearance at the Top Secret level.

Nice To Haves

A college degree is preferred
Currently maintains a security clearance at the Top Secret level.
Prior experience working with the U.S. Department of State is highly desired to understand the culture and environment.

Responsibilities

Coordination of the activities of the AAL, including tasking and paper flow, preparation for travel, preparing the AAL with appropriate information to attend Top Secret meetings (including through handling materials up to the Top Secret Level), and public speaking and media engagements.
Exercising independent judgment and providing technical assistance in performing and executing most duties.
Making recommendations to promote efficiency and productivity and fulfill mission requirements.
Supporting AAL’s domestic and international travel engagements to further IRF policy objectives,
Interacting directly with the staff of senior Department officials and senior officials of other. U.S. government agencies, foreign governments and embassies, and non-governmental organizations (NGOs).
Maintaining AAL’s calendar, scheduling internal and external meetings, tracking speaking engagements and travel.
Performing general word-processing and other office support functions
Represent the AAL by serving as the initial point of contact for correspondence, emails and telephone calls.
Monitor and review all incoming and outgoing correspondence and requests for action and determine the proper action to be taken, with consultation only as necessary.
Coordinate taskings and paper flow, forwarding assignments to office leadership and appropriate staff members as needed.
Apply overall knowledge of the office functions to screen and route material of a special interest or sensitive nature directly to the AAL or Office Director when appropriate.
Apply editorial skills and knowledge in proofreading and editing completed work to ensure that the proper clearances and coordination have been obtained and completed assignments meet objectives.
Meet regularly with the AAL and other office staff to plot out the AAL’s calendar, make decisions on which events the AAL will attend, and avoid potential meeting conflicts.
Maintain the AAL’s calendar accurately, establish and sustain contact with those seeking the participation of the AAL in meetings, conferences, speaking events and other engagements, and ensure the AAL is aware of pending engagements.
Provide administrative support for DRL/IRF Front Office officials as needed.
Ensure time and attendance on TATEL is accurate for AAL and AAL’s direct reports.
Coordinate travel preparations for the AAL, including serving as the Travel Arranger, and accompanying IRF staff as necessary, preparing travel authorizations, including arranging travel for the AAL through the E2Solutions travel management software system, obtaining visas and making reservations; working with the EX Travel Team in closing out travel vouchers; and uploading receipts.
Assisting in managing the AAL’s performance management process and yearly staff evaluations, including assisting in data entry through the ePerformance software system.
Manage procurement of office supplies for AAL via Arriba System.
Provide courteous and responsive service to visitors and callers via telephone, correspondence, email, and in person, including buzzing visitors into the suite and escorting visitors for the AAL within the building.
Run errands for the AAL related to State Department business as necessary.
Photocopy, scan and fax documents.
Maintain AAL’s business contact lists (e.g. by scanning business cards and maintaining database of contacts).
Proofread and properly format papers submitted for AAL review.
Track travel and office expenses as needed.
Perform other duties as assigned within scope.