Special Assistant

Summary

All Native Group is seeking a Special Assistant to support the US State Department Bureau of Medicine. The Special Assistant serves as the Executive Assistant and Scheduler for a federal official. In this role, the incumbent serves as the Executive Assistant to their assigned Executive, with responsibility for providing executive-level coordination, planning, and logistical/administrative support for a wide range of tasks related to their assigned Executive.

Essential Functions

• Handle day-to-day management of the Executive’s schedule, correspondence, travel requirements, and perform all associated administrative and logistical tasks to ensure successful and seamless accomplishment of their Executive’s logistical and administrative tasks.
• On their Executive’s behalf, receive visitors and telephone calls, exercising judgment to screen those which can be handled personally from those requiring the attention of their assigned Executive.
• Directly facilitate/action all travel, administrative, and shipping requirements including visas, and electronic country clearances for their assigned Executive.
• Serve as the liaison for the Executive and any internal/external partners accompanying the Executive on TDY travel, as directed by the Executive: complete any premium travel authorization forms, routes all travel documents for clearance, conducts other coordination with interested parties, and ensures that their Executive’s itinerary is synchronized with stakeholders as directed by the Executive.
• Coordinate the Executive’s deployment in support of specialized high-threat medical training programs to advise external partners on medical support for high-threat posts.
• Develop, implement, and continually update records related to the assigned Executive’s travel visas, passports, and other required data points (e.g., required high-threat training), as necessary to ensure seamless TDY travel for their assigned Executive.
• Facilitate the Executive’s travel, the incumbent may be tasked with developing travel itineraries using the E2 Solutions Website and, as necessary, making travel arrangements directly through the Carson Wagonlit office at HST or using the telephone support desk.
  • Coordinates flight plans, hotel reservations, car rental reservations, and other travel arrangements for their Executive
• Drafts requests for new diplomatic passports for the Executive and see such requests through to successful completion.
• Ensure that their Executive’s applications for new diplomatic passports are properly completed on the DS-82 Form and that all required documents are present before submission to the Special Issuance Agency.
• Assist the Executive with visa applications and works with foreign embassies, the Special Issuance Agency, and/or the relevant country desk officer to facilitate the issuance of a travel visa for their Executive.
• Consult with the Executive, other stakeholders, and the applicable Bureau Executive Office to determine whether travel amendments are required and drafts tentative travel amendments for the Executive Office to review.
• Work with the Executive Office to coordinate travel funding for the Executive’s travel and to provide additional justifications as required. Incumbent further manages diplomatic passports and visas for their Executive and maintains a central log of their Executive’s passport numbers, passport expiration dates, passport photos, and travel visa expiration dates.
• Prepare and submit the Executive’s travel vouchers, ensuring that all expenses are properly reimbursed, digitizing and uploading all expense receipts, and otherwise ensuring that all required documentation accompanies the voucher.
• Draft requests for new diplomatic passports for the Executive and seeing such requests through to successful completion. Incumbent further ensures that their Executive’s applications for new diplomatic passports are properly completed on the DS-82 Form and that all required documents are present before submission to the Special Issuance Agency.
• Assist the Executive with visa applications and works with foreign embassies, the Special Issuance Agency, and/or the relevant country desk officer to facilitate the issuance of a travel visa for the Executive.
• Consult with their Executive, other stakeholders, and the applicable Bureau Executive Office to determine whether travel amendments are required and drafts tentative travel amendments for the Executive Office to review.
• Work with the Executive Office to coordinate travel funding for their Executive’s travel and to provide additional justifications as required.
• Manage diplomatic passports and visas for their Executive and maintains a central log of their Executive’s passport numbers, passport expiration dates, passport photos, and travel visa expiration dates.
• Prepare and submitting their Executive’s travel vouchers, ensuring that all expenses are properly reimbursed, digitizing and uploading all expense receipts, and otherwise ensuring that all required documentation accompanies the voucher.

Competencies

• A firm understanding of the views and positions of their Executive with respect to overall program goals and organizational directives.
• Initiative to compose correspondence to further their Executive’s guidance, communicating with high-ranking Department, intergovernmental personnel, private sector leaders, and public sector partners to coordinate aspects of their Executive’s agenda.
• Working knowledge of relevant travel rules and regulations, unwritten policies, practices, precedents, and practices (and their applicability to circumstances) and ensures that their Executive’s travel complies with applicable laws and rates established by the General Services Administration and/or the Department of State.

Supervisory Responsibility

None required for this position

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must be able to remain in a stationary position 75% of the time.
• Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.
• Frequently moves standard office equipment up to 25 pounds.
• Must be able to work indoor conditions 90% of the time.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work

This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m.

Travel

Travel is primarily local during the business day, although some out of the area travel and overnight may be expected.

Experience

• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and office technology equipment
• Possesses excellent written, communication, interpersonal and critical thinking skills
• Committed, and able, to promote a teamwork environment

Education

• Possesses an Associate’s or Bachelor’s Degree

Additional Eligibility Qualifications

• None 

Security Clearance

Must possess or be able to obtain/maintain a TOP SECRET security clearance

AAP/EEO Statement

All Native Group is an equal opportunity employer. All applicants are considered without regard to age, sex, race, national origin, religion, marital status or physical disability. However, preference may be extended to persons of Indian descent in accordance with applicable laws.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing 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.