Administrative Asst. for Managing Director
8 days ago
Charleston
Job Description Interested in Applying? Start Here. Before you jump in, ask yourself a few things: • Can you manage time and attendance with accuracy and consistency?, • Do you enjoy bringing order to moving parts like visits, meetings and occasional events?, • Are you professional, approachable and steady even when plans shift without notice?, • Do you collaborate well and communicate clearly with a wide range of staff?, • Can you edit documents for grammar, clarity and clean formatting? What Makes This Opportunity Different Everyone who supports this Department must be able to hold or obtain a Secret security clearance. That clearance can significantly expand your future career options in the Federal government, including pathways to direct-hire roles. In other words, this job does not just give you a paycheck. It gives you access. Minimum Requirements • Associate degree plus two years of relevant experience, • Strong organizational, written and verbal communication skills, • Ability to follow direction and understand brief explanations of tasks, • Proficiency with Microsoft applications such as Outlook, Teams, OneDrive, OneNote, Forms, SharePoint, Excel, PowerPoint and Word, • Ability to learn and independently use Department of State administrative systems, • Ability to interpret and apply written guidelines, policies and procedures, • Mastery of the Microsoft Productivity Suite 365, • Advance skills with Excel, • Administrative knowledge of SharePoint, • Brings a dynamic presence that strengthens relationships and supports team engagement across GFO., • Demonstrates initiative with a proactive mindset and confidence handling a wide range of office situations., • Actively seeks to understand GFO operations, workflows, and organizational priorities to support mission readiness., • Delivers consistent, high quality customer service while communicating clearly with staff at all levels., • Learns quickly, adapts to changing policies and priorities, and embraces the realities of GFO’s ever-shifting workload. You will support the leadership of Global Financial Operations. This role provides principal secretarial and administrative support to the Managing Director, Front Office staff, supervisors and a diverse team of contractors and civil service employees. You must be comfortable working independently, understanding office routines and learning the organization’s programs and procedures. Key Responsibilities • Manage calendars, schedules and leave for the Managing Director, Front Office staff and GFO government employees, • Work collaboratively with Front Office staff to ensure the Managing Director receives consistent, high quality administrative support, • Prepare travel orders and coordinate accommodations, transportation and travel documentation, • Review travel reimbursements and ensure compliance with Department of State and CGFS travel policies, • Produce and track travel authorizations in E2, secure e-tickets, obtain visas and draft country clearance requests, • Assist with renewal of Diplomatic and Tourist passports, • Handle operational issues that cannot always be escalated to supervisors, • Prepare, proofread, and edit correspondence, reports and agendas, • Serve as timekeeper using WebTATEL and maintain master sign-in logs for time and attendance, • Schedule meetings, manage conference facilities and coordinate calendars, • Manage core office functions such as mail distribution, supply ordering, scanning, copying and inventory, and ensure proper operation and maintenance of printers, copiers, fax machines, digital senders and other office equipment., • Maintain civil service training records in IDP (Individual Development Plan) Database, • Prepare materials for meetings, conferences and calls, • Attend meetings, take minutes, capture key decisions, and action items, • Support hiring activities such as scheduling interviews and maintaining documentation, • Prepare special reports and summaries using information from various sources, • Verify and coordinate all visitor access, ensuring proper clearance through FLETC and DOS while validating that every individual meets required approval standards before arrival., • Standard 8-hour shift between 7:15 a.m. and 6:00 p.m., with a 45-minute non-compensated break., • Additional hours may be required with Project Manager and DoS approval., • Microsoft 365 (Word, Excel, PowerPoint, Publisher, Teams, OneDrive, OneNote, Forms, SharePoint, and Outlook), • WebTATEL (Timekeeping), • E2 (GeT) Solutions (Travel System), • IDP database system (Education Requirement Tracking System), • Power Apps to include Power BI