Workable
Program Assistant-503680
The Program Assistant will be responsible for the efficient office administrative operations and functions. and liaison between other offices. The qualified candidate will serve as a liaison between offices and will be responsible for coordinating data calls, record keeping/reporting, travel schedules, conference room schedules and executing the day-to-day office operations.
Job Duties:
Administrative Tasks:
Provide administrative and management support to senior management;
Review, edit, draft, and prepare executive documentation, letters, memorandums, interoffice communications, confidential reports and other correspondence, as needed;
Review internal and external communications for consistency and distribute approved documentation to appropriate personnel, as directed;
Prepare and publish meeting agenda, travel arrangements, setup internal/external meetings/appointments, perform staff time and attendance and reporting, manage and secure classified/SBU documents;
Process incoming/outgoing personnel checklist, arrange conference room scheduling, perform office supply management duties;
Provide special event coordination, escort visitors, process visitor building access, answer and route incoming/outgoing phone calls;
Process and track personnel leave requests, monitor and track motor vehicle fleet monthly usage mileage and gas expenses;
Coordinate and respond to data calls, and assist bureau staff on special projects;
Collect, compile and coordinate processing of the Weekly Activities Reports (WARs);
Assist with program management activities within the bureau directorate;
Perform travel coordination by preparing authorizations and making reservations for Government employees using E2 Travel Solutions application, as required;
Record, draft and prepare meeting minutes, as required;
Maintain, update and track multiple Outlook calendars and schedules;
Track the annual employee performance evaluation reports and documents;
Set-up the classified/unclassified Digital Video Conference (DVC) system and coordinate different time zone with regional (RIMC Directors) offices or missions abroad;
Maintain proficiency in MS Office Suite, Visio, Outlook, and Project;
Maintain expertise in managing SharePoint databases.
Program Support:
Track assigned tasks and monitor progress and/or overdue action items;
Prepare various analytical reports and draft administrative and policy documentation;
Create and update PowerPoint presentations for ongoing projects and briefings;
Maintain various spreadsheet reports to assist in data analysis for senior management;
Draft and process electronic country clearance (eCC) requests for travelers both contract and government personnel;
Assist in the preparation of policy documentation and disseminate to appropriate Front Office personnel;
Devise and maintain a systematic approach to the organization’s Shared drives document repository and update information posted on SharePoint sites, as required;
Perform Front Office liaison activities and facilitate communication across organizations;
Review and analyze program history to identify issues or trends which may have bearing in determination of future program direction for discussion;
Assist in the identification, development, and tracking of internal and customer focused policies and procedures for cross-cutting issues;
Track staff assignments, advising managers of progress and/or overdue action items;
Prepare a variety of analytical reports, memoranda, and written materials on various administrative and policy issues;
Produce a variety of reports, tracks suspense actions, produces charts, create specialized databases, or prepare presentation materials from software programs
Requirements
Education and/or Experience:
High school diploma and must have a minimum of five (3) years office experience and supporting high level officials.
OR
4 years of directly related administrative and technical experience.
Active Top-Secret Clearance Required.
Knowledge, skills, and abilities:
Experience with EZ and E2 Travel Systems
Knowledge of office management systems and procedures
Excellent time management skills and ability to multi-task and prioritize work in a fast- paced office environment
Excellent customer service skills
Attention to detail and problem-solving skills
Excellent written and verbal communication skills
Strong organizational and planning skills
Proficiency in MS Office, and Teams, ZOOM, and WebEx platforms
Washington, DC, USA
Negotiable Salary
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