Executive Assistant

Overview

Nakupuna Companies seeks an Executive Assistant to join a team working under The Bureau for Global Health Security and Diplomacy (GHSD). GHSD is responsible for implementing the U.S. President's Emergency Plan for AIDS Relief (PEPFAR), a government initiative launched in 2003 that aims to save and improve the lives of those suffering from AIDS around the world. The Executive Assistant shall be assigned to the GHSD Front Office or another GHSD Office. The purpose of this role is to provide comprehensive administrative support to one or more bureau principals – including the Ambassador, Principal Deputy Assistant Secretary (PDAS), Deputy Assistant Secretary (DAS) and/or Special Advisor – or GHSD Office ensuring their schedules, office operations, and engagements are managed effectively and professionally.

Responsibilities

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned.  Management may assign additional duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

• Scheduling and Calendar Management
  • Manage and maintain the principal’s and/or office’s daily schedule, including meetings, appointments, and events
  • Coordinate with internal and external stakeholders to schedule engagements and resolve conflicts
  • Reschedule appointments as necessary and prepare briefing memoranda for meetings
• Building Access and Escorting
  • Escort staff and visitors into secure Department of State buildings as required
  • Ensure compliance with security protocols and procedures during escorting activities

• Briefing Material Preparation
  • Prepare, print, and organize briefing materials for meetings, events, and travel
  • Ensure materials are accurate, complete, and delivered in a timely manner
• Office Supplies Procurement
  • Monitor office supply inventory and procure necessary items to maintain operational efficiency
  • Coordinate with procurement staff to ensure timely delivery of supplies
• Phone and Guest Reception
  • Answer phones, screen calls, and direct inquiries to the appropriate staff or office
  • Greet guests and visitors professionally, ensuring they are directed appropriately
• Travel Arrangements and Support
  • Arrange domestic and international travel for bureau principals, including flights, accommodations, and transportation
  • Make hotel reservations, submit passport and visa applications, and prepare vouchers upon completion of travel
  • Prepare travel itineraries and ensure compliance with Department of State travel policies
• Meeting Support
  • Take and transcribe notes during international, interagency, or public meetings as required
• Records and Communications Management
  • Ensure all official communications to the GHSD Bureau are properly and promptly handled, in accordance with records requirements and Department of State standards
• Correspondence and Reporting
  • Assist in the preparation of large volumes of correspondence, memoranda, briefing papers, and reports
  • Frequently work with senior-level contacts across the Department of State and interagency
• HR and Administrative Liaison
  • Serve as liaison for administrative HR matters, including performance appraisal reminders, leave restoration procedures, and award nomination procedures
  • Assist by coordinating equipment and security access
• Facility and IT Coordination
  • Act as liaison for GSO work orders, IT maintenance, and computer issues

Qualifications

Skills/Qualifications: The candidate must be self-motivated, pay close attention to detail, and have good oral and written communication skills. The candidate must also be in good physical condition and 6 years or more of work experience in administration, travel planning, complex logistics, foreign service; experience working with the U.S. interagency, with a senior level of contacts; experience as an assistant to senior U.S. government officials, including managing schedules, drafting, editing or briefing memoranda, and overseeing travel arrangements. Proficient in technical and customer service, emotional intelligence, organization, time management, multitasking, filing, scheduling, Microsoft office, correspondence, administrative support; writing, oral and communication skills. Must possess the ability to work independently and have technological literacy skills. 

 

Education and Experience: The following are desirable levels of experience: 

• Working knowledge of statistical software platforms such as SAS or Tableau
• Demonstrated knowledge and experience in data analysis
• Education: High School Diploma or equivalent; bachelor's degree is preferred
• Experience: 6-9 years relevant work experience

Clearance Requirements: Secret clearance required. Must be a U.S. Citizen.

 

Physical Requirements: The ideal candidate must at a minimum be able to meet the following physical requirements of the job with or without a reasonable accommodation:

• Ability to perform repetitive motions with the hands, wrists, and fingers.
• Ability to engage in and follow audible communications in emergency situations.
• Ability to sit for prolonged periods at a desk and working on a computer.

The Nakupuna Companies use a market-based compensation strategy to ensure that our employees are compensated within applicable market ranges commensurate with multiple factors, including but not limited to the individual’s particular combination of education, knowledge, skills, competencies, and experience, as well as contract-specific affordability, organizational requirements, and position location. The projected compensation for this position is $88,000.00 to $92,500.00 (annualized USD). The salary range displayed represents the typical range for this position and is just one component of Nakupuna Companies total compensation package for employees.