Executive Assistant

Overview

Please note that this position is contingent upon the successful award of a contract currently under bid.

A leader in cutting-edge research and technology in the cyber arena, CPMG focuses on using business drivers to guide cybersecurity activities and manage risk. CPMG offers flexible, integrative solutions for Department of Defense (DoD) contractors, among others, and specializes in cybersecurity, information and operational technology, electronic security surveillance, and support services.

Summary:

The Executive Assistant will provide the Bureau of Western Hemisphere Affairs (WHA) with executive administrative support to the Front Office and Assistant Secretary (A/S).

Responsibilities

Essential Job Functions:

• Tracks all Front Office engagements conducted by the Assistant Secretary, overseeing the collection, organization, and maintenance of engagement information and data. Ensures the efficient operation of the Front Office by coordinating workflow, monitoring priorities, and providing senior guidance to Senior Advisors on work priorities and task management under the direction of the Assistant Secretary.
• Analyze incoming requests from Department officials and provide guidance and recommendations on appropriate courses of action. Coordinates with relevant bureaus to obtain input, prepares responses or recommends direct engagement by the appropriate bureau officials, as needed. Establishes priorities and provides direction regarding the required response, appropriate signature authority, and coordination requirements. Ensuring responses is timely, accurate and complete by identifying and resolving deficiencies, answering questions, and recommending effective solutions.
• Advise senior leadership on sensitive issues identified in incoming actions and ensures appropriate staff receive timely guidance, specific instructions, and leadership comments. Facilitates the communication of executive direction, monitors follow-up actions, and ensures issues are addressed accurately, promptly, and in accordance with established priorities.
• Receives and screens incoming telephone calls, directing them to the appropriate staff members as necessary. Provides A/S with relevant background information and reference materials to support informed discussions and decision making. Ensures continuous coverage by coordinating call management during the principal's absence and maintain uninterrupted communication with internal and external stakeholders.
• Maintains the schedule for A/S through arranging, referring to other officials, or rescheduling appointments as necessary. The incumbent handles all requests for meetings and appointments and outlines background data. Arrange oral briefings by appropriate officers; and discuss with officials invited to meetings the subject of the meetings so both parties are properly informed and provided with the necessary information. Arrange meetings and manage calendars for Principals, employees within the offices to include desk officers, through Microsoft Outlook calendaring or Microsoft Teams. Tracks and makes various social arrangements and obligations for office.
• Coordinate and prepare briefing materials and issue and issue papers for offices. Reviews all incoming correspondence and forwards it with necessary information or instructions to the appropriate offices for action. Composes replies for his/her own signature when appropriate. Exercises judgement in presenting material to Principal that he/she has special interest or which for reasons of special confidential consideration is not reviewed by any member of the immediate staff.
• Processes/reviews all incoming and outgoing letters, memoranda, and related correspondence. Prepares reports, memos, and other forms of written communication. Composes and edits letters, reports, and general office memos for publication/distribution on behalf of Principal, ensuring that all conform to style and format guidelines established by the Department through One Paper/Drafters Corner.
• Monitor uncleared staff in the suite within line of sight in compliance with the Department policy and Diplomatic Security requirements.
• Facilitate clearance for outside visitors and escorts through Diplomatic Security's Visit Access Control System
• Domestic (VACS-D). Assist with escorting visitors from the Department's visitor center to respective offices.
• Manage travel arrangements for office employees for domestic and overseas trips through the Departments E2 Solutions. Arrangements include the scheduling of appointments, security travel and hotel reservations, passports, visas as necessary. Upon return, prepare vouchers. Drafts/prepares travel authorizations on behalf of government supervisor or staff member who is traveling. Prepare travel authorizations for staff members as requested based on information provided by traveler. Prepares trip itinerary, obtains travel expenses estimates (MI & E costs, taxi, hotel costs etc.; prepares travel authorization requests. Upon completion of trip, assist travelers in preparing electronic travel vouchers. Follows up with traveler to ensure all expense documents have been submitted and on time (i.e., within 7-14 days)
• Serve as a proxy in the Global Employee Management System (GEMS). Transcribe in (GEMS) performance appraisals for Foreign Service and Civil Servants as given and directed by Government manager.
• Serve as the records liaison for the office and make recommendations for maintaining archives according to the Records Disposition Schedule (RDS). Coordinate with the Bureau Records Coordinator on the retirements file that complies with the RDS. Attends allowable training in records management and provides updates to the office.

Qualifications

Necessary Skills and Knowledge:

• Must demonstrate the ability to exercise sound judgment, professionalism, and discretion when coordinating and scheduling meetings with White House officials, senior Department-level offices, senior U.S. Government officials, and foreign government leaders
• Handle sensitive and classified information with discretion
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams, 365)
  • Able to edit text documents and create templates in Word
  • Able to utilize spreadsheets and formulas in Excel

Minimum Qualifications:

• Minimum of 5 years of relevant work experience
• Excellent communication skills
• Excellent skills in written English and comprehension
• Must be proactive and work independently
• Must follow up on requests in a timely manner
• Demonstrate experience supporting multiple clients in a fast-paced environment
• Must be easily adaptable to change
• Ability to obtain and maintain a Secret Clearance

Pay and Benefits

The salary range for this position is $115,000.00 to $140,000.00 annually.

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.