The Program Assistant will be responsible for efficient office administrative functions and will serve as an administrative liaison with other offices. The qualified candidate will be responsible for maintaining the calendar, coordinating data calls, record keeping/reporting, arranging travel and vouchering, arranging meetings, monitoring the JUST Act email inbox, assisting on special projects, and managing the day-to-day office operations.
Provide administrative and management support to the special envoy, deputy special envoy, and senior advisors, serving as the primary administrative liaison with other offices Prepare and publish meeting agenda, set up internal/external meetings/appointments, arrange conference room scheduling, process visitor building access, escort visitors Perform staff timekeeping and reporting in TATEL, including processing and tracking leave requests Maintain, update, and track multiple Outlook calendars and schedules Review, edit, draft, and prepare 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 Manage and secure classified and SBU documents Perform office supply requests and management Provide special event coordination, as required Answer and route incoming/outgoing phone calls Monitor the JUST Act email inbox, prepare routine responses, and alert other staff members to complex issues Coordinate and respond to data calls, and assist bureau staff on special projects Collect, compile and coordinate processing of the End of Week Report for EUR's Principal Deputy Assistant Secretary Make travel reservations and process vouchers, including by using E2 Solutions Record, draft and prepare meeting minutes, as required Track the annual employee evaluation reports and serve as GEMS proxy, as required Set up the classified/unclassified Digital Video Conference (DVC) system and hybrid meetings with regional offices or missions abroad Devise and maintain a systematic approach to the organization's shared drives document repository and update information posted on internal Sharepoint and external websites as required Track assigned tasks and monitor progress and/or overdue action items Create and update PowerPoint presentations for ongoing projects and briefings Maintain various spreadsheet reports to assist in data analysis for senior management Assist in the preparation of policy documentation and disseminate to appropriate personnel Perform Front Office liaison activities and facilitate communication 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 policies and procedures for cross-cutting issues Track staff assignments, advising managers of progress and/or overdue action items Prepare analytical reports, memoranda, and written materials on administrative and policy issues Produce a variety of reports charts, specialized databases, and presentation materials from software programs Independently pursue special projects, including researching and creating briefing materials on new administrative and policy topics 4 years of directly related administrative and technical experience Active Secret clearance College Diploma Proficiency in E2 Travel Systems, MS Office Suite, Teams, Sharepoint, Power Automate, WebEx, OneNote, OneDrive, and all video conferencing platforms 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 Experience working on program and/or policy issues Excellent customer service skills Attention to detail and problem-solving skills Excellent written and verbal communication skills Strong organizational and planning skills
