Senior Executive Assistant

Overview

The Work

The Senior Executive Assistant serves as the principal administrative and management support professional to the Assistant Secretary for the E Family. This position requires the establishment of a highly professional, trusted, and collaborative working relationship with the Assistant Secretary to anticipate needs, manage competing priorities, and enable effective execution of mission objectives.

This position aligns with Cayuse's core values of Innovation, Excellence, Collaboration, Adaptability, and Integrity by fostering technical solutions that meet customer needs, promoting teamwork, and prioritizing quality in deliverables.

MUST HAVE AN ACTIVE SECRET CLEARANCE

Responsibilities

Key Responsibilities

• Leadership and Staff Oversight
  • Provide general supervision, guidance, and direction to support staff to ensure efficient, coordinated, and professional office operations.
  • Foster a high-performance, customer-focused environment that reflects the priorities and standards of the Assistant Secretary.
• Executive Calendar and Priority Management
  • Manage and maintain the Assistant Secretary's calendar, including scheduling, deconfliction, and prioritization of meetings and engagements.
  • Ensure that critical priorities, deadlines, and mission requirements are reflected and accommodated in the Assistant Secretary's schedule.
• Correspondence Review and Triage
  • Review, analyze, and screen incoming correspondence, emails, and requests for action.
  • Route matters of overriding or central importance to the Assistant Secretary and direct other correspondence to the appropriate staff members for review and response.
• Background Preparation and Decision Support
  • Obtain complete and accurate background information from responsible officers within the Department and, as required, from external stakeholders on matters submitted to the Assistant Secretary for decision.
  • Ensure that all materials prepared for the Assistant Secretary are clear, concise, coherent, and complete; request amplification, clarification, or revisions as needed prior to transmittal to the Assistant Secretary or other senior staff.
• Liaison, Coordination, and Delegated Decision-Making
  • Maintain effective liaison, as needed, with senior officials within and outside the Department, serving as a primary point of contact on scheduling, coordination, and information requests.
  • Exercise independent judgment to make decisions on matters that can be resolved within the Senior Executive Assistant's expertise and delegated authority.
  • Proactively task bureaus and offices in anticipation of the Assistant Secretary's needs to ensure timely preparation and coordinated action.
• Implementation and Follow-Up on Leadership Decisions
  • Ensure that formal decisions, recommendations, and guidance issued by the Assistant Secretary are communicated promptly to the appropriate offices for implementation or review.
  • Track and follow up on assigned actions to ensure timely and accurate completion, and monitor ongoing substantive matters as directed by the Assistant Secretary.
• Briefing and Meeting Material Preparation
  • Oversee the preparation, organization, and quality assurance of briefing materials, talking points, background papers, and other documentation for the Assistant Secretary's participation in high-level and sensitive meetings, conferences, events, and public appearances in the United States and abroad.
  • Assist with logistical planning and coordination for these engagements, ensuring that the Assistant Secretary is fully prepared and supported.
• Confidential Reporting and High-Level Engagement Support
  • Prepare confidential background materials, reports, and briefing books for the Assistant Secretary's use in preparing the Secretary for meetings with other U.S. Government officials, leaders and senior officials of foreign governments, White House staff, and Members of Congress.
  • Handle all sensitive information with the highest degree of discretion and in accordance with applicable policies and procedures.
• Visitor and Meeting Management
  • Escort officials and visitors to meetings with the Assistant Secretary and ensure their timely arrival and proper sequencing of appointments.
  • Coordinate closely with internal and external offices to manage visitor access and meeting logistics as required.
• Travel Coordination and Logistics
  • Assist with the planning and coordination of all travel arrangements for the Assistant Secretary and designated staff, including itineraries, transportation, lodging, clearances, and related logistical requirements.
  • Ensure that all travel-related documentation and requirements are completed accurately and in a timely manner.
• Other Duties as assigned.

Qualifications

Qualifications - Here's What You Need

• Ability to build and sustain a highly professional, trust-based relationship with senior leadership.
• Sound judgment, discretion, and professionalism in handling sensitive or confidential information and high-stakes situations.
• Demonstrated ability to work effectively with senior officials, both within and outside the Department, in a fast-paced, dynamic environment.
• Top Secret Clerance is required.
• Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment.

Minimum Skills:

• Exceptional organizational, planning, and time-management skills, with the ability to manage multiple high-priority tasks simultaneously.
• Strong written and oral communication skills, including the ability to review and refine complex materials for clarity and coherence.
• Strong attention to detail, including follow-up on pending tasks.
• Proficient in MS Office, Word, Outlook, PowerPoint, and Excel.
• Timely, accurate, complete and up-to-date work products.
• Excellent written and oral communication skills.
• Excellent time management skills.

Preferred Qualifications:

• Bachelor's degree in business administration, public administration, international affairs, communications, or a related field.
• Experience developing, implementing, and maintaining Standard Operating Procedures (SOPs), workflows, and knowledge management practices for executive offices.
• Demonstrated success in supporting Assistant Secretary-level (or equivalent) leadership, including managing highly visible, sensitive, and time-critical initiatives.
• Prior experience supporting senior executives or flag-rank officials within a U.S. federal agency, international organization, or similarly complex environment.
• Experience within the Department of State or a foreign affairs, national security, or international development organization.

Our Commitment to you / overview of benefits

• Medical, Dental and Vision Insurance; Wellness Program
• Flexible Spending Accounts (Healthcare, Dependent Care, Commuter)
• Short-Term and Long-Term Disability options
• Basic Life and AD&D Insurance (Company Provided)
• Voluntary Life and AD&D options
• 401(k) Retirement Savings Plan with matching after one year
• Paid Time Off

Reports to: Program Manager

Working Conditions

• Professional office environment, with the ability to work onsite in the main office.
• Must be physically and mentally able to perform duties extended periods of time.
• Ability to use a computer and other office productivity tools with sufficient speed to meet the demands of this position.
• Must be able to establish a productive and professional workspace.
• Must be able to sit for long periods of time looking at computer screen.

• May be asked to work a flexible schedule which may include holidays.
• May be asked to travel for business or professional development purposes.
• May be asked to work hours outside of normal business hours.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Pay Range

USD $52.00 - USD $57.69 /Hr.