Job Requirements
Washington, DC
Top Secret Polygraph Unspecified
Mid Level Career (5+ yrs experience)
Salary not specified
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Job Description
MEC Energy Services
Program Assistant
Special Knowledge, Experience, and Educational Requirements
Education
Experience
Special Knowledge / Skills
Deliverables
Monthly Progress Report
Program Assistant
- Provides administrative, clerical, and program assistance to the Office of Press and Public Diplomacy for the Under Secretary for Economic Affairs (E/PPD).
- Assists unit leadership in monitoring progress and completion of assigned press and public diplomacy tasks, entering data to keep media trackers, campaign trackers, and press engagement logs current.
- Serves as the initial unit point of contact for media inquiries and requests for press and public diplomacy support from bureaus and posts, monitoring the unit press inbox daily, routing requests to appropriate staff, and tracking inquiries through timely, responsive close-out.
- Schedules and coordinates press briefings, media preparation sessions, and internal deliberative meetings, ensuring talking points, press guidance, and background materials are circulated in advance and that conference rooms, briefing spaces, and technical/broadcast equipment are functioning properly.
- Serves as notetaker for internal meetings, press preparation sessions, and media debriefs, and circulates meeting notes to relevant staff.
- Coordinates with the E Property Manager and E/EX/IT (or bureau equivalent) for provision and troubleshooting of computer equipment, software, cellphones, and recording/production equipment for staff.
- Provides onboarding assistance to new staff, including badge appointments, systems access and telework forms, onboarding schedules and checklists, courtesy call scheduling, and IT support coordination.
- Prepares routine documents—including press releases, media advisories, newsletters, fact sheets, briefings, and social media graphics—using desktop publishing tools to integrate and lay out text and graphics.
- Assists subject matter experts with drafting and obtaining required review/clearance of routine press materials, statements, and public diplomacy content within E, the E Family, and the broader Department.
- Provides administrative and clerical liaison on behalf of E/PPD with other E Family offices (EEB, OES, CDP, OCE) and Department bureaus, advising on E/PPD procedures, reports, and requirements.
- Maintains unit electronic files and press archives, including SharePoint and Google Shared Drive content, in accordance with Department standards.
- Advises and assists with travel planning, preparations, and vouchers for the unit, including press advance and traveling press logistics as needed.
- Enters procurement requests via Ariba, monitors use of office supplies, services, and equipment, and coordinates with the Executive Assistant and Administrative Officer on supply, repair, and maintenance needs.
Special Knowledge, Experience, and Educational Requirements
Education
- High school diploma or equivalent required.
- Associate’s or Bachelor’s degree in Communications, Public Affairs, Business Administration, or a related field preferred.
Experience
- Minimum of 3 years of experience in an office management, administrative, clerical, or executive assistant role in a professional office setting.
- Experience in a press, communications, or public affairs office preferred.
- Experience supporting time-sensitive correspondence, tasker tracking, and inquiry management preferred.
Special Knowledge / Skills
- Fluency in modern technology and collaborative tools, including Microsoft Teams, SharePoint, and Microsoft Office, to prepare, present, and exchange information. Prior experience with Google Suite, Slack, and social media/media monitoring platforms preferred.
- Working knowledge of administrative management and organizational principles, concepts, methods, and practices sufficient to provide a range of administrative support functions.
- Working knowledge of applicable Department of State administrative rules, regulations, policies, and procedures—particularly concerning time and attendance, document clearances, and travel—preferred.
- Working knowledge of press and public diplomacy office operations, including media inquiry handling and clearance processes, preferred.
- Proven ability to solve routine, straightforward problems analytically and holistically.
- Proven ability to plan, organize, and prioritize work to efficiently manage multiple concurrent assignments under tight deadlines, including breaking-news or fast-moving press conditions.
- Proven ability to communicate effectively, orally and in writing, to draft written documents, explain policies and procedures, and establish and maintain liaison relationships.
- Proven ability to work cooperatively in a team environment and interact effectively with individuals at various levels of the organization.
Deliverables
Monthly Progress Report
- The Contractor shall furnish a combined monthly technical and financial progress report stating the activities and services furnished during the preceding month.
- The report shall be submitted via electronic mail to the CO and COR on or before the 15th day of each month following the first complete calendar month of the task order.
- The report shall include difficulties encountered and remedial action taken during the preceding month, as well as anticipated activity during the subsequent month.
- The report shall specify the task order technical and financial status for the following data points:
- Cumulative labor hours expended and dollar amounts expended, by labor category, from the effective date of the task order through the last day of the current reporting month.
- Labor hours expended and dollar amounts expended, by labor category, during the current reporting month.
- Estimated labor hours and dollar amounts to be expended during the next reporting period.
- Task Order funding for the current option period and cumulative funding from the effective date of the task order.
- Funding burn rate for the current task order performance period.
- Personnel gains and losses.
- Summary of trips taken, with Trip Reports attached to the report.
- Security clearance, VAR, and badge status for each contractor personnel member on the task order, including badge number and expiration date.
- Status of invoices for the task order, including outstanding invoices and errors.
- Identification of any remaining expired funds by task order period.
- As applicable, modification requests to update rates for FLSA positions due to changes to the Wage Determination.
group id: 91143230
