Administrative Assistant

The Department of State (DOS) requires the services of a qualified Contractor to provide an Administrative Assistant IV – Executive (Senior) to support DOS program offices, Senior Executive-level personnel, and related administrative, training, and logistical functions described herein. The Contractor shall furnish all personnel, supervision, and other items necessary to perform the work, except as may be specified as government-furnished in this SOW. The purpose of this SOW is to establish requirements for a Senior Executive Administrative Assistant (Administrative Assistant IV) to provide high-level administrative and logistical support to Senior Executive-level personnel, including Deputy and Assistant Secretary-level officials, in support of program management, executive coordination, and training functions. 

Job Duties:

• Compiling, copying, tabulating, and maintaining records, reports, and databases of business transactions, office activities, and program information, including program databases and master files. 

• Demonstrating advanced proficiency in the Microsoft Office Suite (Excel, MS Word, and PowerPoint) to produce special projects and deliverables for DOS. 

• Providing information to customers, claimants, and employees. 

• Managing incoming and outgoing correspondence and mail, including opening, routing, answering, and preparing correspondence, and coordinating its routing and control before submission to the Executive Director. 

• Taking dictation, as needed. 

• Greeting and assisting visitors, as needed. 

• Maintaining books, as needed. 

• Providing administrative and executive assistant support to program managers and Executive Directors on Department programs and projects, including keeping Executive officers advised of developments and progress on pending issues. 

• Interfacing and maintaining contacts with DOS program participants, Executive Directors, high-level contractor personnel, Deputy and Assistant Secretary-level personnel, and executive assistants/management support personnel throughout the Department. 

• Maintaining the calendars of the Executive Director; proactively identifying and resolving calendar/meeting conflicts. 

• Ensuring materials/documents are disseminated or obtained in advance of scheduled meetings. 

• Reviewing and establishing internal operating procedures for timekeeping and staffing coverage during holiday periods.  

• Preparing and submitting Time and Attendance reports for Government staff via the TATEL system. 

• Serving as primary travel arranger for the Executive Office and Senior Executive-level personnel, including: