The Administrative/Staff Assistant will be responsible for the efficient office administrative operations, functions and liaison between other offices. The qualified candidate will be responsible for coordinating data calls, record keeping/reporting, travel schedules, conference room schedules and managing the day-to-day office operations. Responsibilities will also include a broad range of office administrative and support activities including but not limited to: 

Office Administration Activities 

• Provide administrative and management support to senior management 
• Review, edit, draft, and prepare executive documentation, letters, memorandums, interoffice communications, confidential reports and other correspondence, as needed 
• Review internal and external communications for consistency and distribute approved documentation to appropriate personnel, as directed 
• Prepare and publish meeting agenda, travel arrangements, setup internal/external meetings/appointments, perform  staff timekeeping and reporting, manage and secure classified/SBU documents 
• Process incoming/outgoing personnel checklist, arrange conference room scheduling, perform office supply management 
• Provide special event coordination, escorting visitors, process visitor building access, answer and route incoming/outgoing phone calls 
• Process and track personnel leave request, perform Government motor vehicle fleet management and track monthly usage mileage and gas expenses 
• Coordinate and respond to data calls, and assist bureau staff on special projects 
• Collect, compile and coordinate processing of the Weekly Activities Reports 
• Assist with OMB Exhibit 300, and program management activities within the bureau directorate 
• Perform travel coordination and reservations for Government employees using E2 Travel Solutions application, as required 
• Record, draft and prepare meeting minutes, as required 
• Maintain, update and track multiple Outlook calendars and schedules 
• Track the annual employee evaluation reports. 
• Set up the classified/unclassified Digital Video Conference (DVC) system and coordinate different time zone with regional (RIMC Directors) offices or missions abroad 
• Proficiency in MS Office Suite, Visio, Outlook, and Project 
• Expertise in managing SharePoint database 
• Perform other duties, as assigned. 

 Program Support Activities: 

• Track assigned tasks and monitor progress and/or overdue action items 
• Prepare various analytical reports and draft administrative and policy documentation 
• Create and update PowerPoint presentations for ongoing projects and briefings 
• Maintain various spreadsheet reports to assist in data analysis for senior management 
• Draft and process electronic Country Clearance (eCC) requests for travelers both contract and government 
• Assists in the preparation of policy documentation and disseminate to appropriate Front Office personnel 
• Devise and maintain a systematic approach to the organization’s Shared drives document repository and update information posted on SharePoint sites as required 
• Perform Front Office liaison activities and facilitate communication across organizations 
• Review and analyze program history to identify issues or trends which may have bearing in determination of future program direction for discussion. 
• Assist in the identification, development, and tracking of internal, and customer focused 
• policies and procedures for cross-cutting issues 
• Track staff assignments, advising managers of progress and/or overdue action items 
• Prepare a variety of analytical reports, memoranda, and written materials on various 
• administrative and policy issues 
• Produce a variety of reports, tracks suspense actions, produces charts, creates specialized databases, or prepare presentation materials from software programs. 

Position Requirements: 

• 4-7 Years of directly related technical experience.  
• Active Secret Clearance Required.   
• High School Diploma 
• Experience with EZ and E2 Travel Systems 
• Knowledge of office management systems and procedures 
• Excellent time management skills and ability to multi-task and prioritize work in a fast-paced office environment 
• Excellent customer service skills 
• Attention to detail and problem-solving skills 
• Excellent written and verbal communication skills 
• Strong organizational and planning skills
• Proficiency in MS Office

Please submit your resume to jobs@e-9corporation.com