Special Assistant

Delaware Nation Industries • Washington, DC

8h • $95,000 - $100,000

About The Position

The Bureau of Education and Cultural Affairs (ECA) is seeking an Administrative Assistant IV (Senior Executive) to support the Deputy Assistant Secretary of State for Preservation and Global Platforms and the offices under that role. The position also supports the Principal Deputy Assistant Secretary, the Assistant Secretary, and other ECA Front Office leaders. The Deputy Assistant Secretary may occasionally serve as Acting Principal Deputy Assistant Secretary.

The role provides senior-level administrative, analytical, logistical, and project support. Duties include calendar and travel coordination; drafting and editing written materials; preparing principals for meetings, engagements, and events; coordinating taskers and clearances; and assisting with the planning and execution of Bureau projects, representational events, and conferences. The position may involve domestic and foreign executive travel with senior principals and support at evening or weekend events.

The successful candidate will bring exceptional critical-thinking, writing, organizational, communication, and follow-up skills, and be able to manage competing priorities in a fast-paced, high-volume environment. An active Secret clearance and a bachelor’s degree are required; a master’s degree is valued. Three to five years of professional experience is required.

Requirements

• Active Secret clearance.
• Bachelor’s degree.
• Three to five years of professional experience.
• Experience directly supporting high-level executives, including officials at the Deputy Assistant Secretary level and above.
• Critical-thinking and decision-making skills.
• Ability to analyze and appropriately address or resolve issues and determine next steps, including problematic issues involving Front Office or Bureau processes and procedures.
• Experience arranging and coordinating meetings and travel for high-ranking government officials or top-level business executives.
• Experience maintaining calendars and schedules for senior officials.
• Outstanding written and oral communication skills.
• Excellent organizational and follow-up skills.
• Ability to multitask in a fast-paced, high-volume work environment.
• Solid Microsoft Outlook, Excel, Word, and PowerPoint skills.
• Excellent customer service skills.

Nice To Haves

• Master’s degree.
• Experience with social media forums and ability to learn online collaborative tools.

Responsibilities

• Provide direct support to the Deputy Assistant Secretary and other senior officials at the Deputy Assistant Secretary level and above.
• Conduct research and draft or edit correspondence, memoranda, speeches, reports, newsletters, briefing papers, and other written materials.
• Prepare briefing checklists, briefing papers, and briefing books for meetings and events.
• Coordinate and staff diplomatic and other high-level meetings, consultations, and liaison engagements, including engagements with foreign ministers.
• Research meeting attendees, develop agendas, and coordinate security clearances, VIP parking, building access, or online meeting arrangements as needed.
• Collaborate with ECA Front Office staff on duties and deadlines supporting the Assistant Secretary and other senior Bureau leadership.
• Prepare principals for meetings and events and take meeting notes when requested.
• Compile background memoranda, talking points, and scenarios, and brief the Deputy Assistant Secretary or another assigned principal in advance of meetings, events, and conferences.
• Help plan, budget, coordinate, and execute representational events and conferences, including recruiting volunteers, developing event content and graphics, and providing onsite support.
• Support and escort principals at representational events, including evening or weekend events, and serve as control officer when needed.
• Serve as liaison for the Deputy Assistant Secretary; manage calendars and coordinate schedules, event reservations, transportation, attendees, briefing materials, and event information for the Public Schedule.
• Request photographers or other social media support for meetings as needed.
• Work with ECA Front Office, Program Office staff, and/or overseas Posts to plan and conduct sensitive or complex domestic and foreign executive travel.
• Travel with the Deputy Assistant Secretary or another principal, including the Assistant Secretary, when needed.
• Provide analytical and logistical support for Bureau projects and activities, including helping formulate, plan, manage, and execute them.
• Review meeting, briefing, speaking, and travel requests; advise on priorities and potentially controversial issues; and help plan the Deputy Assistant Secretary’s schedule and activities.
• Track taskers and other requirements to ensure timely responses to required Deputy Assistant Secretary-level clearances and above.

Benefits

• 100% coverage of employee benefit premiums, including medical coverage (PPO or HDHP option), vision, and dental.
• Matching 401(k).
• Short- and long-term disability coverage.
• Pet insurance.
• Professional development and education reimbursement.
• Parking and transit benefits for the NY, NJ, ATL, and DC Metro areas.

What This Job Offers

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