Senior Staff Assistant

The purpose of this task order is to provide professional services in the form of one (1) Senior Staff Assistants, who will support the R/PPR front office by performing the tasks described in this Statement of Work.

Job Duties:

• Manage administrative support projects for the office, including developing systems and processes to support the projects; organizing, coordinating, and staffing regular meetings for the projects; drafting talking points, memoranda, and documents; taking accurate minutes of meetings; tracking implementation of the projects; responding to basic inquiries about the projects

• Provide recommendations to senior leadership on substantive matters related to office management, administrative functions, and engagement with other Department bureaus.

• Make administrative arrangements for conferences and meetings, apprise participants of necessary details, and ensure that all references and background documents are available.

• Prepare a physical and/or electronic binder outlining each coming day’s activities and compiling relevant preparatory paper for senior leadership.

• Track due-outs and follow-up items from senior leadership’s interactions, draft email and written correspondence as needed, and assign action to others as appropriate.

• Process incoming and outgoing materials including correspondence, reports, memoranda, and other written communications.

• Assign review and clearance responsibilities for incoming materials to subject matter experts, communicate with stakeholders to ensure deadlines are met, track status and monitor completion.

• Assign responsibility for drafting specialized correspondence, memos, briefing materials, presentations, and other informational products to subject matter experts.

• Provide guidance, feedback, and substantive editing support to drafters of informational products for senior leadership.

• Respond to queries on taskers and clearance requests from within the office and from other bureaus/offices.

• Edit letters, compose reports, review correspondence for accuracy and completeness, prepare presentation outlines, develop standard or form letters, and reply to inquiries.

• Develop background information and prepare outlines for senior leadership’s briefings, papers, and correspondence/reports.

• Advise leadership of important issues arising during their absence from the office, bringing significant items in reports, files, and correspondence to leadership’s attention.

• Prepare varied documents such as newsletters, brochures, flyers, special reports, briefings, manuals, etc. by integrating and laying out text and graphics on a page; adjusting the size of charts, graphs and pictures; applying publishing capabilities to enhance the presentation of data; changing tables to graphs; adding boxed explanatory text; highlighting/shadowing material; superimposing graphs with other graphs or clip art; importing graphics into text, etc.

• Prepare and gather all relevant trip materials for leadership travel and compile into a physical and/or electronic binder.

• Provide training support to junior staff assistants on governing procedures, regulations, and policies.

• Coordinate and communicate with team members to ensure timely action is taken for pending taskers and clearance requests.

• Participate in regular meetings with members of the front office to provide updates on taskers and clearance requests.

Requirements

• Knowledge of administrative management and organization principles, concepts, methods, and practices to provide a variety of administrative support functions that contribute to the smooth and efficient operation of the Office.
• Preferred but not required: Knowledge of applicable Department of State administrative rules, regulations, policies, and procedures, particularly concerning time and attendance, document clearances, and travel, to ensure compliance with applicable requirements.
• Ability to interact effectively with individuals at various levels to provide advice, information, and assistance.
• Ability to work cooperatively and proactively in a team environment in order to meet the demands associated with a high volume, results-driven office.
• Ability to plan, organize, and prioritize work to efficiently accomplish multiple, concurrent assignments with tight deadlines.
• Demonstrated mastery of the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams), timekeeping system(s), and social media account(s) in order to prepare, present, and exchange program information.
• Ability to communicate effectively, both orally and in writing, to provide information and assistance, draft a variety of written documents, explain policies and procedures, and establish and maintain liaison.
• Minimum of two (2) years of experience interacting with all levels of the organization (entry level through executives/C-Suite)
• Minimum of one (1) year of experience monitoring the workload(s) of others
• Executive presentation experience, including writing effective executive summaries; creating and presenting PowerPoint (or other) slide decks; planning, scheduling, and facilitating meetings (both in person and virtually using apps like MS Teams, Adobe Connect, Zoom, etc.).
• A Bachelor’s Degree.
• Ability to maintain a Top-Secret Security Clearance

Benefits

Benefits Include:

• Covers 100% of employee benefit premiums, including Medical (PPO or HDHP Option), Vision, Dental

• Matching 401K

• Short- and Long-Term Disability

• Pet Insurance

• Professional Development/Education Reimbursement

• Parking and Transit Benefits for NY, NJ, ATL, and DC Metro areas Other Duties:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

• Salary Compensation: $135,000-$140,000/year

• Equal Opportunity Employer / Individuals with Disabilities / Protected Veterans