Sr. Executive Coordination Specialist

Bering Straits Native Corp • Washington DC, DC

3d • Onsite

About The Position

The Sr. Executive Coordination Specialist will support the day-to-day coordination, organization, and administrative operations of the Ambassador. This role involves maintaining an integrated view of the Ambassador's official schedule, meetings, events, travel, deadlines, and action items. The specialist will prepare, edit, format, and organize executive-level communications, correspondence, briefing materials, and other work products. They will also develop and maintain standardized templates and organizational tools to improve executive-office processes, monitor administrative action items, and facilitate coordination among authorized personnel. Additionally, the role includes managing schedules, coordinating logistical requirements for engagements, supporting meeting and briefing preparations, coordinating travel, managing correspondence and information, and supporting overall executive office operations. Special projects may also be assigned within the scope of the role.

Requirements

• Bachelor's degree or equivalent combination of education and relevant experience.
• Significant experience providing executive-level administrative, organizational, or program coordination support.
• Experience supporting senior executives, government officials, diplomatic personnel, ambassadors, or comparable senior-level leaders.
• Demonstrated ability to manage complex schedules, competing priorities, and short deadlines.
• Exceptional written and oral communication skills.
• Demonstrated ability to draft, edit, summarize, and format executive-level written products.
• Strong organizational, analytical, problem-solving, and follow-through skills.
• Demonstrated ability to consolidate significant amounts of information into concise and usable executive products.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and other common collaboration and scheduling platforms.
• Ability to establish and maintain administrative trackers, templates, calendars, and workflow systems.
• Ability to communicate effectively and professionally with senior-level Government personnel and authorized external stakeholders.
• Ability to work effectively in a fast-paced, high-visibility environment requiring discretion and sound judgment.
• Ability to handle sensitive Government information in accordance with applicable policies and procedures.
• Demonstrated ability to support official domestic and international travel and high-level engagements.
• Must pass a pre-employment drug screening and have acceptable background check results.

Nice To Haves

• Must currently possess an active Secret clearance.

Responsibilities

• Support the day-to-day coordination, organization, and administrative operations of the Ambassador.
• Maintain an integrated view of the Ambassador's official schedule, meetings, events, travel, deadlines, action items, and related administrative requirements.
• Prepare, edit, format, and organize executive-level communications, correspondence, briefing materials, schedules, trackers, and other work products.
• Develop and maintain standardized templates, organizational tools, trackers, and other administrative products to improve the usability and consistency of executive-office processes.
• Monitor assigned administrative action items, suspense dates, responses, and follow-up requirements and provide status information.
• Facilitate administrative coordination among authorized Department personnel and offices supporting the Ambassador.
• Compile and clearly summarize schedule information, engagement requirements, competing commitments, and other relevant administrative information for Government review and decision-making.
• Maintain and coordinate the Ambassador's official calendar in accordance with Government direction.
• Prepare daily and weekly schedule summaries and other executive scheduling products as requested.
• Identify scheduling conflicts, administrative dependencies, deadlines, and outstanding requirements and elevate them to designated Government personnel.
• Assist with prioritization and sequencing administrative requirements based on established Government guidance.
• Coordinate logistical requirements associated with official calls, meetings, events, visits, conferences, and other Ambassadorial engagements.
• Collect, organize, distill, edit, and format meeting and briefing materials into clear, concise, and usable packages.
• Coordinate administrative preparations for senior-level meetings, events, official calls, and engagements.
• Track requests for briefing materials and coordinate with responsible offices to obtain required materials by established deadlines.
• Consolidate information from multiple authorized sources into organized briefing packages without making policy determinations or substantive Government decisions.
• Maintain organized repositories of meeting and briefing materials in accordance with applicable Department records management requirements.
• Prepare meeting agendas, background packages, participant information, schedules, and other administrative materials as directed.
• Document action items and communicate administrative follow-up requirements to authorized Government personnel when directed.
• Track outstanding briefing and meeting requirements and provide status updates to designated Government personnel.
• Organize and summarize travel itineraries, schedules, transportation arrangements, lodging information, meeting locations, and related administrative requirements.
• Coordinate travel-related administrative requirements with designated Department personnel, control officers, transportation providers, host-country representatives, and other authorized stakeholders.
• Track travel requirements and changes involving transportation, lodging, meeting locations, security coordination, official events, and scheduling.
• Assist with preparation and maintenance of travel books, itineraries, contact information, schedules, and other travel-related administrative products.
• Communicate approved travel-related information clearly and accurately to authorized stakeholders.
• Support administrative coordination associated with domestic and international official travel as authorized.
• Assist with organizing incoming and outgoing correspondence requiring Ambassadorial or senior Government attention.
• Draft high-level communications and correspondence based on Government-provided information, established policy guidance, approved templates, and Government direction.
• Edit and format correspondence and other written products to ensure clarity, consistency, accuracy, and professional presentation.
• Develop and maintain action-item, correspondence, suspense, and status-tracking systems.
• Monitor established suspense dates and provide status information to designated Government personnel.
• Organize and maintain electronic files and administrative records in accordance with applicable Department records management requirements.
• Handle Sensitive but Unclassified (SBU) information and other Government information in accordance with applicable Department policies, procedures, and security requirements.
• Maintain appropriate version control and organization of executive-office documents.
• Serve as an administrative coordination point for matters involving the Ambassador, consistent with Government direction.
• Communicate professionally with Department bureaus, overseas posts, interagency partners, foreign government counterparts, and other authorized stakeholders regarding scheduling, logistics, information exchange, and administrative requirements.
• Facilitate the timely exchange of information necessary to support the Ambassador's official engagements.
• Maintain contact lists, stakeholder information, organizational charts, and other administrative information necessary for effective coordination.
• Support the administrative coordination of major events, official visits, calls, delegations, conferences, and other engagements involving the Ambassador.
• Coordinate with responsible offices to identify outstanding logistical or administrative requirements and communicate status to designated Government personnel.
• Assist with development and maintenance of office procedures, workflows, calendars, trackers, templates, and organizational systems.
• Identify administrative bottlenecks, recurring coordination issues, and workflow inefficiencies and provide recommendations to Government personnel.
• Maintain continuity documentation for recurring executive-office functions.
• Assist with onboarding and orientation of personnel supporting the Ambassador, as directed by Government personnel and consistent with the non-personal services nature of the requirement.
• Assist in maintaining organized administrative repositories and reference materials.
• Support the development and maintenance of standard operating procedures for recurring administrative functions.
• May be assigned short-term projects including development of executive briefing, scheduling, tracking, and information-management tools; preparation of organizational, administrative, and status reports; coordination of official events, visits, calls, and engagements; development and documentation of standard operating procedures; analysis, organization, and presentation of administrative information; development or refinement of executive-office templates and workflow tools; and other administrative, organizational, analytical, logistical, and coordination activities.

Benefits

• Performance will include an average of 40 hours each week, for each position, 1,912 hours per performance period.
• This task order may require overtime (OT) when work requirements extend beyond 40 hours per week.
• All overtime shall be pre-approved with a request from the Government Manager to the COR for final approval.

What This Job Offers

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