Call for Resumes - Staff Assistant

ZemiTek LLC•Washington, DC

19h

About The Position

ZemiTek is pursuing an opportunity to support the U.S. Department of State’s Bureau of Consular Affairs, Passport Services Directorate (CA/PPT). CA/PPT oversees passport issuance nationwide, serving U.S. citizens traveling internationally and protecting the integrity of the U.S. passport as proof of citizenship. Its headquarters offices provide leadership, policy guidance, operational oversight, planning, training, records management, and modernization support to passport agencies and centers. The anticipated contract will provide professional, administrative, analytical, and program management support to these headquarters functions. Contractor personnel will help strengthen daily operations, support informed leadership decisions, and advance initiatives that improve service delivery and organizational performance. ZemiTek seeks Staff Assistants and Senior Staff Assistants to support the Deputy Assistant Secretary and Managing Directors in directing CA/PPT headquarters operations. Both roles anticipate leadership information needs, facilitate communication across Passport Services and Consular Affairs, and help ensure decision materials are accurate, complete, and submitted through established review and clearance processes on time. Successful candidates will bring strong writing, editorial, and organizational skills; familiarity with Department of State document procedures; and a proactive, responsive approach to leadership support. Both positions require sound judgment, attention to detail, and the ability to present complex information clearly, with greater independence and coordination responsibility at the senior level.

Requirements

Bachelor’s degree and a minimum of two (2) years of relevant professional experience.
Bachelor’s degree and a minimum of four (4) years of relevant professional experience.
Active Secret personnel security clearance.
Knowledge of Department of State documents and clearance processes.
Familiarity with Bureau of Consular Affairs and Passport Services operations.
Proficient computer skills and in-depth knowledge of relevant software, including Microsoft Word, Excel, PowerPoint, and SharePoint.

Nice To Haves

Experience supporting senior officials in a federal headquarters or comparable professional environment.
Knowledge of Department of State document preparation, review, and clearance processes.
Familiarity with Bureau of Consular Affairs and Passport Services operations.
Strong written communication and editorial skills, including experience preparing materials for executive review.
Demonstrated ability to coordinate input and resolve document issues across multiple offices under competing deadlines.
Experience using SharePoint for document collaboration, tracking, and version management.
Demonstrated discretion, sound judgment, and the ability to anticipate leadership needs and follow through on priority actions.

Responsibilities

Support the Deputy Assistant Secretary and Managing Directors in coordinating headquarters activities, anticipating information needs, and identifying issues requiring leadership attention.
Serve as a central point of contact for leadership, facilitating timely communication and dissemination of correspondence, action items, guidance, and policy updates across relevant Department offices.
Coordinate and review front office support activities, communicate established policies and leadership direction, and recommend improvements that advance headquarters operational priorities.
Coordinate the preparation, routing, review, clearance, and transmission of Department documents, tracking deadlines and following up on outstanding actions.
Review and edit correspondence, memoranda, briefing materials, and decision papers for clarity, grammar, consistency, formatting, and completeness.
Consolidate office input and reviewer comments, maintain document versions, and resolve missing information or conflicting edits before submission.
Keep leadership and relevant staff informed of document status, approaching deadlines, potential delays, and matters requiring action.
Provide guidance on administrative practices, monitor relevant policy and procedural changes, and recommend adjustments that strengthen headquarters support.
Provide staff support to the Deputy Assistant Secretary and Managing Directors, coordinating information and materials needed for headquarters leadership activities.
Anticipate leadership information needs and obtain relevant input from offices throughout Passport Services and Consular Affairs.
Facilitate timely communication across offices, clarifying requests, coordinating responses, and following up on outstanding information needs.
Coordinate the preparation, routing, review, and clearance of Department documents, tracking deadlines and addressing delays with responsible personnel.
Apply editorial expertise to correspondence, memoranda, briefing materials, and other documents, improving clarity, consistency, organization, and accuracy.
Consolidate contributions and reviewer comments, identify conflicting edits or missing information, and coordinate resolution before submission.
Prepare organized document packages for leadership review, ensuring required materials and clearance information are complete.
Maintain document tracking tools and provide status updates on pending reviews, approaching deadlines, and issues requiring leadership attention.
Use Microsoft Word, Excel, PowerPoint, and SharePoint to support document preparation, version management, information sharing, and coordination.