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Administrative Assistant – Washington, DC (ID#15631)

Administrative Assistant – Washington, DC (ID#15631)

***Secret Clearance Required***

Cherokee Nation Mission Solutions provides support services and project support personnel to our Government and industry partners. Our highly skilled experts support and supplement the mission, expertise, and skill sets of our clients. Utilizing our customer-intimate approach, we partner with our clients to provide strategic solutions that maximize the use of human and financial resources to ensure that mission-critical projects are completed on time and within budget.

http://cherokeenationbusinesses.com/federalSolutions

For more company information, visit our site at http://cherokeenationbusinesses.com

Job Description:

Providing support services for The U.S. Department of State Bureau of South and Central Asia Affairs (SCA). SCA deals with U.S. foreign policy and U.S. relations with the countries of Afghanistan, Bangladesh, Bhutan, India, Kazakhstan, Kyrgyzstan, Maldives, Nepal, Pakistan, Sri Lanka, Tajikistan, Turkmenistan, and Uzbekistan.

Essential Duties and Responsibilities (Deliverables):

  • Receives, schedules, refers calls and visitors from the public, Department, and other agency personnel as appropriate. Handles and independently develops scheduling and appointment requests on behalf of Post Management Officers (PMOs) and senior officials, including ambassadors, and fully coordinates and confirms all appointment elements with appropriate staff and/or correct offices and/or officials.
  • Schedules appointments for PMOs and makes commitments for them to attend meetings, luncheons, etc. Reserves rooms and telephone and video conference lines, sends appointment invitations, confirmations, reminders, and updates all parties when changes are necessary. Drafts and updates detailed consultation schedules for visitors and SCA customers, including incoming ambassadors and other senior leaders, sharing the constantly-updated schedules with appropriate stakeholders.
  • Facilitates travel of SCA staff by coordinating passport and visa applications, travel authorizations, country clearance requests, travel vouchers and related paperwork in support of PMOs’ and customers’ temporary duty (TDY) travel to SCA posts. These elements require knowledge of multiple systems (e2, ECC, etc.) as well as U.S. and Department of State travel regulations. The ideal candidate would have experience with these systems upon arrival, but would be expected to learn them on the job if not already familiar with the systems. Maintains close professional contacts with SCA desk officers and the SCA Front Office in support order to facilitate urgent passport and visa requests as necessary.
  • Executes small projects, such as compilation of data, organization of large meetings
  • Has the ability to significantly contribute to developing and executing small projects. Independently completes project- or responsibility-related tasks seeking guidance when needed.
  • Develops and maintains professional relationships with counterparts and contacts in other State Department offices, including the desk officers of all SCA countries, in order to facilitate meeting management and problem-solving.
  • Prepares memoranda for senior Department officials in support of various management and operations-related issues. Tracks and supports clearance of those memoranda as necessary. Coordinates with other parties as necessary to facilitate all lateral clearances required for memo approval.
  • Facilitates processing of official photo shoots for senior officials as well as badge renewal requests for authorization by SCA/EX officers as necessary
  • Facilitates a smooth and warm welcome (introduction and onboarding) for new PMOs and other SCA staff who join the office, either temporarily or more permanently.
  • Assists other EX staff in coordinating requests, orders, and receipt of administrative and desk supplies in the office. Mail, Correspondence, and Reports
  • Processes/reviews all incoming and outgoing letters, memos, and related correspondence.
  • Prepares reports, memoranda and other forms of written communication. Composes and edits letters, reports, and general office memoranda for publication/distribution on behalf of the seven SCA PMOs. Prepares public presentation outlines at the direction of supervisors and keeps presentations current; develops standard or one-of-a-kind letters in response to inquiries.
  • Represents the office and takes notes at in-person, telephonic, and video meetings, summarizing key points, identifying issues of particular interest to the office, and following up for clarification when needed.
  • Has excellent writing skills with a demonstrated ability to create flawless drafts of e-mails, notes, summaries, and memorandum that are consistently formatted, free of grammatical and typographical errors.
  • Attends meetings with multiple offices and has the ability to digest, process, and provide clean, clear, concise written and oral summaries of complex subject matter, producing draft e-mails, notes, summaries, and memoranda from scratch.
  • At PMOs’ direction, and in coordination with overseas Department of State staff, drafts correspondence, cables, action memos, and appointment requests for ambassadors and other embassy leadership to meet with senior Department officials when they come to Washington, DC on official business.
  • Maintains accurate email distribution lists for SCA Embassy Front Offices and Management Officers overseas, PMOs in EX, EX clearances, and taskers. Maintains accurate PMO-related rosters, organizational charts, tasks forces, and lists.
  • Coordinates PMO document-control management and archives on SharePoint and office shared drives. Has demonstrated ability to quickly learn other proprietary office systems for the purposes of knowledge management and to facilitate the clearance process of formal memoranda within the Department.
  • At PMO direction, sends e-mail requests for information to various offices and overseas embassies in support of maintaining up-to-date information and files.
  • Independently handles the professional production and collation of hard copies of bureau documents for VIP customers, including ambassadors. Assists PMOs in compiling and obtaining clearances for briefing materials for the interagency, seventh floor principals, the SCA Front Office, Congressional Delegations, the OIG, GAO, and other high-level visitors. Assists PMOs to research answers to specific bureau questions.
  • Work with PMOs and embassy officers to review regular reports and data sources to analyze trends in management, operations, and budgets. (Specific training is available to develop this skill.)
  • Maintains office files, electronic or hardcopy, as required

Supervisory/Management Authority:

This position does not have management authority or supervisory capacity.

Education and/or Experience:

  • SECRET security Clearance required.
  • Excellent oral and written communication skills. Be proficient in formatted draft and final documents. Experience with interacting with senior officials
  • Is detail-oriented and has a customer-focused approach.
  • Takes initiative, works proactively, engages with office mates and others to accomplish work requirements.
  • Possesses ability to work under pressure on tight or short deadline.
  • Thorough knowledge of standard Microsoft Windows software suite, and related computer-based programs

Work Environment:

Controlled climate office environment.

With $400 million in annual revenue, 20% growth per year, approximately 950+ active contracts serving 60+ government agencies in 25 countries, 47 states, 2 territories and 2000+ employees, Cherokee Nation Businesses’ (CNB) group of Federal Contracting Section 8(a) companies is well positioned to deliver expertise needed to solve complex technical issues. Federal Solutions provides an array of services for 12 of the 15 cabinet-level departments and agencies – from applications and data services to cybersecurity and national defense.

Why consider Cherokee Nation and our Federal Solutions business? Here are some great resources highlighting what we do and compelling reasons for joining our team!

http://cherokeenationbusinesses.com/Pages/home.aspx

http://cherokeenationbusinesses.com/careers/Pages/home.aspx

http://cherokeenationbusinesses.com/federalSolutions/Pages/overview.aspx

Applicants selected will be subject to a U.S. Government security investigation and must meet eligibility requirements for access to classified information.

We are an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran status, gender identity and sexual orientation. If you’d like more information about your EEO rights as an applicant under the law, please copy and paste the links to the following two sites: EEO Statement | EEO Poster

If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may email “[email protected]” for assistance. This email address is for accommodation requests only and cannot be used to inquire about the application process or status.

For Pay Transparency Non Discrimination provision, please copy and paste the following link: Pay Transparency Nondiscrimination Provision

We maintain an Affirmative Action Plan for the purpose of proactively seeking employment and advancement for qualified protected veterans and individuals with disabilities. Upon request, we will schedule time to make our Affirmative Action Plan accessible. If you are interested, please submit a written request with the email subject line: 2018 Request to View Affirmative Action Plan to the Compliance Administrator at “[email protected]” This email box is not for resumes or follow up on job applications.

Company Name:
Security Clearance:
Secret
Location:
Washington, District of Columbia
Country:
United States
Salary:
Not Specified
Job Number:




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