Special Assistant

Akima, LLC • District of Columbia, DC

3d • Onsite

About The Position

Tuvli, an Akima company, is hiring a Special Assistant to support its Department of State client in Washington, DC. The role provides administrative, policy, analytical, and coordination support to the Special Advisor for Children’s Issues (SA-CI) and the Directorate of Overseas Citizen Services (OCS). The Special Assistant reviews taskings and briefing materials, coordinates policy analysis and clearances, prepares correspondence and briefing products, supports leadership meetings and schedules, and manages records and administrative processes. The position is on-site and requires an active SECRET clearance.

Requirements

• Active SECRET clearance.
• Bachelor’s degree.
• Three to five years of proven experience in administrative or management support.
• Proficiency with Microsoft Office software, including SharePoint, Excel, Word, PowerPoint, Teams, and Access.
• Excellent organizational, communication, and writing skills, including timely and accurate responses and proper citation of policy and procedures.
• Strong customer service skills, including needs assessment, meeting quality standards, and ongoing evaluation of customer satisfaction.
• Ability to use qualitative and quantitative methods to analyze and improve program effectiveness.
• Ability to manage multiple deadlines and reprioritize in a fast-paced environment.
• Effective interpersonal skills and experience interacting with personnel at all levels.
• Proactive problem-solving and decision-making skills.
• Ability to plan, draft, and implement projects to improve work operations.
• Ability to maintain strict confidentiality.
• Experience communicating with senior government officials.
• Experience analyzing and assessing the impact of policies, regulations, and legislation.
• Experience drafting, planning, coordinating, and advising on policy matters.
• Knowledge of foreign policy and international affairs.

Nice To Haves

• Experience with international travel arrangements, preferably E2.

Responsibilities

• Review taskings, requests for information, and briefing materials for compliance with policy guidance, style, and clarity.
• Coordinate SA-CI and OCS analysis and assessment of the impact of policies, regulations, and legislation proposed by interagency partners.
• Prepare reports, position papers, briefings, action memoranda, Congressional testimony, talking points, and Q&As for SA-CI, Department principals, and OCS leadership.
• Provide analysis and support to SA-CI and OCS leadership, facilitate communication, and recommend solutions to high-profile program and policy issues.
• Assist leadership in preparing for public, bilateral, and multilateral meetings, including identifying and resolving sensitive or emerging issues.
• Ensure timely action on items from the CA Front Office by reviewing materials, recommending changes, and alerting leadership to significant issues requiring immediate attention.
• Manage the SA-CI policy clearance process and track policy documents across bureaus and the interagency; monitor substantive policy papers, internal tasks, deadlines, and deliverables.
• Prepare and finalize correspondence, including cables, memoranda, letters, and briefing papers, in accordance with CA and Department of State writing standards.
• Review and update SA-CI manuals and procedures, interpret guidelines to improve efficiency, and analyze incoming correspondence to determine its significance and distribution.
• Receive and screen telephone calls and visitors, follow up to ensure necessary action is initiated, and help ensure actions are completed promptly as appropriate.
• Prepare conference rooms before and after social and official events during the workday.
• Set up conference calls and coordinate with IT personnel when IT support is needed.
• Make travel arrangements for SA-CI, including vouchers and post-travel arrangements.
• Manage SA-CI’s schedule and schedules for other principals as requested.
• Brief SA-CI for appointments by providing relevant context and background information.
• Record and distribute meeting minutes.
• Maintain an organized and professional work area, following COR guidance.
• Follow conduct and internal-control standards, comply with the Privacy Act, and safeguard personally identifiable information.
• Maintain organized paper and electronic filing systems in compliance with Department of State record-retention policies.
• Prepare documents using Microsoft Office software, including Word, PowerPoint, Publisher, Excel, and SharePoint.
• Perform other duties as assigned by the immediate Government manager.

Benefits

• Medical, dental, vision, and life insurance.
• 401(k).
• Other voluntary benefits.
• Vacation, holiday, and sick leave as defined under the Department of Labor’s Wage Determination.
• Growth opportunities and retirement options.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level