Job Summary
This position is located in the Office of the Chief Human Capital Officer in HCTM. The incumbent of this position serves as the Executive Assistant on the administrative team, providing direct support to the Senior Deputy Assistant Administrator and/or the Deputy Chief Human Capital Officer. The incumbent performs a combination of duties requiring the knowledge of a broad range of administrative, management, and human resources tasks involved in supporting the functional responsibilities of the Office.
The Executive Assistant will provide support for HCTM. As a critical member of the HCTM/AA office, which is comprised of a leadership team and an administrative team, the incumbent will work closely with the administrative team to support the leadership team and the larger bureau. The incumbent performs a variety of both complex and routine administrative and analytical duties. These duties range from administrative-type tasks such as scheduling briefings and meetings, arranging travel and maintaining program files, to more complex analytical-type tasks such as collecting, compiling, and analyzing data for various program documents and designing and maintaining spreadsheets in support of tracking systems. The Executive Assistant ranks tasks in order of importance and impending deadlines and handles several tasks simultaneously. The individual must develop a working knowledge of USAID policies and guidelines, as well as corporate practices and procedures. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and work in a fast-paced environment, with rapidly changing priorities.
The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Employee may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.
Essential Functions and Responsibilities
Office Activities Coordination 50%

• Systematically evaluates and improves office operations. Uses formal procedures to track memos, briefers, and coordinate other work performed in the office.
• Organizes and manages the travel process using E2 and eCC.
• In consultation with the HCTM Administrative Team, controls the calendar, scheduling meetings and appointments for members of the HCTM Leadership Team. The HCTM Leadership Team includes the Chief Human Capital Officer, Senior Deputy Assistant Administrator, and Deputy Chief Human Capital Officer. When necessary, the incumbent will arrange for representation by a subordinate official when that is desirable.
• Attends meetings, takes notes, notes commitments made, informs staff of commitments, and arranges for staff to follow through on implementation.
• Maintains subject and project files of correspondence, program documents, and reports. Ensures that cleared and approved memos are scanned in as PDF files and circulated to the drafter as well as to all of those who have cleared on the documents. Prepares files for storage or destruction, as appropriate.
• Maintains HCTM staff directory, working with Office points of contacts and AMS to ensure that the directory is accurate and up to date at all times;
• Arranges meeting space, speakers, and support details for large conferences and meetings. Writes letters to the speakers and participants, arranges hotel accommodations, coordinates transportation to and from the meeting site, and establishes social arrangements.
• In consultation with the HCTM Administrative Team, coordinates the purchase of equipment and supplies for the Front Office/leadership team. Works with the AMS team to acquire equipment and services through standard procedures for procuring, authorizing, controlling, and justifying the purchases.
• Manages and maintains taskers (trackers containing critical data regarding HCTM FO assignments), which includes working with internal and external stakeholders to prioritize tasks, log task, and track tasks to ensure completion by established deadlines. S/he may contact relevant parties to gather information and check on the status of tasks and create/maintain status reports to keep the HCTM leadership team abreast of the status of critical assignments.

Correspondence and Report Processing 50%

• Demonstrates knowledge of general office automation software, practices, and procedures.
• Reads incoming correspondence, publications, regulations, and directives that may affect the organization. Determines the ones that can be acted upon personally and takes necessary action. Obtains clarification of instructions from originating offices or appropriate focal points on own initiative. Brings significant items in reports, files and correspondence to the supervisor’s attention.
• Establishes control records on incoming correspondence and action documents, following up on work in-progress to ensure timely action.
• Receives requests from other offices within the agency for information concerning programs under the supervisor’s control. Assembles requested information from available background data or follows up to see that subordinates submit the required answers within the specified time.
• Independently prepares administrative reports and composes correspondence on own initiative, based on knowledge of the supervisor’s views and desires.
• Reviews documents requiring coordination by the supervisor for conformance with regulations, grammar, format, and special policies of the organization. Verifies that content has been coordinated, is accurate, and is in compliance with established policies. Returns materials to the originator for correction if they do not comply with known policies or if correspondence rules have not been followed.

Education and/or Experience
Bachelor’s degree required
1 year of relevant experience required supporting executive-level personnel and working in a fast-paced office environment
Qualifications and Requirements
Requires proficiency in the use of Microsoft Office, Internet, Google Drive and e-mail applications. Experience in the use of database applications is recommended.
Strong written and oral communication skills, organizational skills, and attention to detail.
Must be able to read, analyze, and interpret general business periodicals.
Must have the ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to work under deadline pressure, handle stress and deliver professional results.
Long hours and weekends may be required to meet deliverables.
Self-motivated with minimal oversight.
Computer skills including Microsoft Word, Excel, PowerPoint, and Outlook.
Some travel may be required.
Must have authorization to work in the United States as defined by the Immigration Reform Act of 1986.
MUST BE ABLE TO OBTAIN AND MAINTAIN SECRET CLEARANCE