Executive Assistant

Overview

Goldbelt C6 offers research and development, engineering, and logistics services that enhance and enlarge customers' operations. C6's expertise is focused on integrating C6ISR and scientific, engineering, and technical support for various government partners. The experts at C6 are research and data-driven and ready to create custom solutions.

Summary:

Goldbelt C6, LLC., is seeking an Executive Assistant to perform administrative tasks in the Department of State, Bureau of Intelligence and Research (INR) Office of the Executive Director (INR/EX). This position will provide executive support to INR, the Department, and the Intelligence Community (IC) in the areas of human resources, budget, security, general services, and strategic and emergency planning.

Responsibilities

Essential Job Functions:

• Receives visitors and telephone calls; determines the nature of the visit/call; determines which visits and calls can be handled personally and whether referral to the supervisor or other staff is required. The contractor is authorized to give out routine and/or special information to visitors/callers upon determining clearance level.
• The contractor is authorized to give out routine and/or special information to visitors/callers upon determining clearance level
• The work is usually performed in an office setting inside a Sensitive Compartmented Information Facility (SCIF). The contract shall maintain a secure office environment and escorts visitors in accordance with security procedures.
• Maintains the daily calendar and schedules the activities of the staff. The contractor independently establishes priorities, appointments, meetings and/or representation by subordinates. Advises the supervisor of appointments and other commitments that might have a bearing on future decisions.
• Makes arrangements for meetings and conferences including location and time, informs all participants of arrangements and provides background information to them as required. Maintains a list of all participants. The contractor takes notes and reports action taken to appropriate staff members, then follows up to ensure necessary action is completed.
• Controls all correspondence; receives incoming classified and unclassified mail and determines whether correspondence ought to be brought to the attention of the Director, referred to appropriate staff, or handled personally.
• Serves as liaison for the Director, staff, and other offices in the Bureau and the Department; ensures the staff is informed of the Director's plans and commitments; tracks issues and papers assigned to staff members and informs Director of status; informs staff members of the Director's instructions and requests.
• Makes arrangements for travel of the Director and staff, including scheduling of all appointments, securing travel, local transportation, and hotel reservations, passports, visas, and travel advances; Submits travel authorizations for approval in E2 for office Director and staff. Prepares and submits vouchers from travel diaries and notes upon their return.
• Reviews correspondence and documents prepared for the Director's signature for conformance with policy and regulations, as well as for correct grammar and format; obtains clearances, referenced materials, and background information as required; composes non-technical, routine correspondence on own initiative as necessary.
• Establishes and maintains the Director's personal files; searches for difficult-to-obtain information; compiles data; summarizes information relevant to a particular issue; archives classified files according to established procedures.
• Prepares letters, reports, office instructions, etc., from rough draft or general outline presented by the supervisor. The contractor is responsible for the correct spelling, punctuation, grammar, and format of completed work.
• Performs additional assignments, studies, and special projects at the direction of the supervisor.
• The incumbent may be assigned to provide similar administrative support services to other offices within the Bureau should the need arise.
• Plans and coordinates a variety of service functions essential to the orderly and efficient operation of assigned office activities in the areas of procurement, conference planning, and prepares travel budget estimates and justifications of purchases.
• Attends weekly meetings to plan overall program management strategy and attends inter-agency meetings addressing program issues.
• Processes program-related documents and analyzes and produce program report, develops and maintains program databases and master files and performs miscellaneous audits as requested.
• Receives training requests and develops the training roster, assembles training materials and sets-up training room, briefs trainees on application completion and accounting information, performs one-on-one training sessions and briefs executive directors on edits to training materials.
• Position requires regular interaction with Deputy and Assistant Secretary-level personnel. Management of all logistical elements of Senior Executive meetings, travel and other event coordination, as well as other duties as assigned.

Qualifications

Necessary Skills and Knowledge:

• Knowledge and high proficiency with Microsoft Office's Word, Outlook, Excel, Access, PowerPoint, Publisher and MS Project Experience.
• Knowledge of various automated management systems and software packages, including the Department's ARIBA/ILMS and E2 systems.
• Familiarity with Department manuals, circulars, instruction, and directives.
• Ability to learn and apply an advanced understanding of the organization and its functional policies and processes.
• Ability to manage dynamic calendars for management including event planning with external vendors.
• Advanced writing skills to compose more difficult, detailed correspondence and to recommend updates to department documents as needed.
• Ability to work both independently and with others. Strong attention to detail.
• Ability to multi-task and work under tight deadlines. Excellent organizational, interpersonal, and communication skills (both written and oral).
• Familiarity with ISO requirements, standards and processes.
• Civilian or Defense agency experience providing administrative support to Senior Executive positions.

Minimum Qualifications:

• High School Diploma or GED.
• Minimum three (3) years of related experience.
• Some travel may be required.
• Ability to obtain and maintain a TS/SCI security clearance.

Preferred Qualifications:

• Bachelor's degree in a related field.
• At least five (5) years of executive level office management experience, or equivalent experience is highly desired.
• Currently has an active TS/SCI clearance.
• Prior experience working with the U.S. Department of State is highly desired to understand the culture and environment.

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Pay and Benefits

The annual salary range for this position is $87,000 to 92,000.

At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.