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Administrative Assistant

Location: Washington, DC
Date Posted: 09-04-2018
Administrative Assistant 
Location: Washington DC
Must be able to obtain a Public Trust
Responsibilities

• The incumbent performs duties consistent with the support required by the Coordinator.  As such, the incumbent coordinates with the Executive Administrative Assistant in making the appropriate disposition of incoming requests from officials in and outside the Department to get on the Coordinator’s calendar for meetings, conferences, speaking engagements, attendance at major public forums, and social invitations, including events which require domestic and international travel.  The incumbent works closely with the Executive Administrative Assistant to ensure timely action is taken on all request with other S/GAC staff.  Due to the high volume of scheduling requests in a fast-paced environment, often amidst competing and conflicting demands, the incumbent must be able to handle the multitude of requests efficiently and effectively, and under high pressure conditions, to juggle a constantly changing schedule of the Coordinator due to unpredictable and evolving events and priorities.
• Serves as a liaison for the Coordinator with other staff, both within and outside of the office, who is seeking time for their principals to meet with the Coordinator.  Coordinates with counterparts at other Department offices, other U.S. Government agencies, U.S and foreign diplomatic missions, foreign governments, the business community, and the Congress.  Coordinates with others to finalize specifics of events, communicating the required set-up and support materials required for the event (briefing papers, remarks, mark-ups for testimony, etc.) and notifies officials of their roles in these events.  Prepares and issues summary of events, meetings, and conferences that the Coordinator will participate in and sends out confirmation notices to all participants.
• The incumbent works closely with the Department’s Seventh Floor and/or the White House regarding the Coordinator’s participation and/or representation at meetings and events involving the Secretary of State and/or the President, other U.S. Government departments and agencies involving Cabinet officials and heads of agencies, and Members of Congress.  In particular, the incumbent must develop a good working relationship and contacts with the Seventh Floor, the National Security Council, the White House, the Congress, and other entities.
• The incumbent provides management/program support to the Coordinator’s senior management team by assisting in the planning, and logistical analysis of meeting venues and locales designated as potential sites for meetings, conferences, bilateral, and other engagements.
• Because of the sensitivity of the Coordinator’s calendar, contacts, and interactions, the incumbent must keep detailed, accurate and extensive historical records of all meetings, events, and decisions involving the Coordinator.  These records are subject to inspection by the Office of the Inspector General (OIG), may be requested through the Legal Advisers Office, or under Freedom of Information Act (FOIA) procedures, therefore accuracy is paramount.  These records are also the resource for inquiries regarding previous activities and a reference guide for planning future activities.
• Incumbent’s availability must be flexible to support the Coordinator’s schedule to ensure smooth and efficient operation of the Coordinator’s schedule.
• Performs other related duties as required.
 
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