Executive Assistant - PHPSS

SECURITY CLEARANCE REQUIRED:  Secret Clearance

GS EQUIVALENT:  GS-11 Step 1

LOCATION: 600 19th Street NW, Washington, DC 20006 (Passport HQ)

WORK HOURS/DAYS: 8am-4:45pm/Monday-Friday (Hybrid, Onsite & Telework)

REPORT TO: Contract Supervisor

Job Summary: Performs administrative duties for the senior level Department of State staff members. Responsibilities may include screening calls, making travel and meeting arrangements and preparing reports. Requires the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. This position requires the highest level of professionalism.

Roles and Responsibilities:

• Manage and maintain schedules, appointments and calendars in electronic and paper format.
• Open, sort, and distribute incoming correspondence, including faxes and emails.
• Prepare reports, memos, letters and other documents, using word processing, spreadsheet and database.
• Assisting in all possible works areas in meetings, preparing documents and presentations.
• File and retrieve documents and reference materials.
• Ability to accurately comprehend instructions, manage taskers, assignments and independently complete the associated task within timeframe established.
• Conducts travel research and prepares estimates and makes necessary arrangements. Travel  arrangements include: Book tickets, hotels, rental vehicles, estimate per diem, and voucher travel upon  return.
• Create meeting agendas for meetings.
• Record, transcribe and distribute minutes of meetings.
• Liaise with internal and external staff at all levels.
• Ability to recognize and if necessary maintain complete confidentiality.
• Review operating practices and implement improvements where necessary.
• Possess strong organizational and problem solving skills with multi- tasking abilities