Special Assistant

Description

CeLeen, an operating firm of Command Holdings, is seeking a Special Assistant to support the Department of State, Consular Affairs Office.

Responsibilities May Include, But Are Not Limited To

• Tracking memoranda and facilitating the clearance of substantive policy papers between CA offices, other Department Bureaus, and other agencies or government offices as appropriate.
• Managing the continuous and smooth flow of information, such as cables, correspondence, briefing papers, and memoranda, to and from outside offices (Front Office, CA offices, external offices) and FPP subject matter experts, Division Chiefs, and leadership.
• Ensuring that FPP leadership receives relevant information in a timely manner and is well-briefed on key issues.
• Managing the internal and external clearance process for FPP-produced paper such as action memos, information memos, briefing checklists, Fraud Digest articles, document alerts, training materials, and other fraud prevention and integrity information.
• Leveraging personal relationships and internal diplomacy skills to facilitate progress on FPP clearances and other endeavors.
• Informing FPP leadership of the daily of the status of clearances and where they encounter excessive delays. Constructively problem-solves paths forward within FPP and with external partners.
• Compiling weekly memoranda on consular issues for the Principal Deputy Assistant Secretary.
• Ensuring self and others are informed and up to date on key CA events and issues, as well as the Director’s calendar, and notifying and advising Director on the latest developments and matters that require urgent attention.
• Reviewing and updating the FPP Special Assistant SOP and FPP welcome book.
• Keeping FPP staff aware of Front Office and Department style and drafting preferences.
• Correcting all communications to be consistent with Department drafting style guidelines.
• Serving as FPP’s SharePoint site expert and works to improve accessibility, archives, and functionality.
• Directly maintaining, cleaning up, and managing the clearance queue, FPP team leaders site, and FPP admin site
• Providing regular training and briefings on the use of SharePoint to manage paper flow to staff within and outside the Bureau.
• Continually reviewing and updating manuals and standard operating procedures for FPP.
• Ahead of online conference room events, activating the computer system and launching the online forum so that it is ready before the meeting starts.
• Maintaining FPP Director’s calendar: Scanning daily for daily, weekly, quarterly, and biannual conflicts. Proactively acting to resolve conflicts, seeking and acting on guidance for resolution when appropriate.
  
  

Anticipated salary range: $80,000-$100,000

Work Environment

• Ability to sit at a computer terminal for an extended period of time.
• Ability to work in confined areas.
  
  

Physical Demands

• While performing the responsibilities of the job, the employee is required to sit, stand, talk, and hear.
• Employee is often required to sit and use their hands and fingers to operate a computer.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  
  

Travel

• 0-10% / Occasional travel.
  
  

CeLeen, an operating firm of Command Holdings, is a tribally-owned firm providing management consulting services to U.S. government agencies.

Pursuant to PL 93-638, as amended, preference will be given to qualified Native Americans and spouses in all phases of employment.

At CeLeen, our employees are the embodiment of our success as a firm. Our team is comprised of a tenacious group of professionals located across the globe. It includes military veterans and spouses of active duty troops, former federal employees, policy experts, academics, attorneys, and technical and business experts, all of whom share a strong work ethic and the skills to succeed in both collaborative and independent environments. CeLeen is invested in the long-term success of both our clients and colleagues for the right reasons. Our dedication to putting good government into practice is underpinned by a merit-based culture that measures success by productivity and credibility.

CeLeen will provide reasonable accommodations to applicants who are unable to utilize our online application system due to a disability. Please send your request to the Human Resources Team.

CeLeen is committed to equal employment opportunity based on merit. We recruit, employ, train, compensate, and promote without regard to race, religion, color, national origin, age, sex, disability, protected veteran status, or any other basis protected by applicable federal, state, or local law, and in accordance with EO 14173 and Federal Employment Laws: Equal Employment Opportunity and Employee Polygraph Protection Act.

CeLeen's Affirmative Action Program is available to any employee or applicant for employment for inspection upon request, to the extent required by federal regulations. The Affirmative Action Program can be accessed during normal business hours by making an appointment with the Human Resources Team.

Basic Requirements

• Bachelor’s Degree.
• 5 years of experience as a management consultant or a high-level executive assistant.
• Current, active Secret security clearance.
• Demonstrated ability to coordinate multiple lines of communication from various organizations.
• Expert organizational, communication, and writing skills; ability to draft strategic communications for multiple audiences.
• Demonstrated proactive approach to problem-solving with strong decision-making capability.
• Ability to plan, schedule, and conduct projects to improve the effectiveness and efficiency of work operations in a program or support setting.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Excellent judgment and discretion.
• Outstanding communication skills, influencing abilities, and client focus.
• Professional proficiency in English is required.
• Demonstrated proficiency in using all Microsoft Office applications.
• Ability to access federal facilities in compliance with Real ID. More information about Real ID can be found here: https://www.dhs.gov/real-id/about-real-id and at https://www.tsa.gov/travel/security-screening/identification.
• Applicants must be currently authorized to work in the United States on a full-time basis. CeLeen will not sponsor applicants for work visas for this position.
  
  

Preferred Qualifications

• Masters Degree.
• Previous experience or knowledge of Consular Affairs and/or Department of State operations.
• Experience with and knowledge of domestic and overseas consular operations.
• Demonstrated ability to navigate Department of State document clearance process.
• Knowledge of federal budget process and fee-funded organizations.
  
  

Benefits

CeLeen offers a competitive benefits plan including:

• Health, Dental, and Vision Insurance
• Flexible Spending Accounts
• Life and Disability Insurance
• 401(k)
• Paid Time Off
• Paid Holidays
• Employee Assistance Program
• Pet Insurance
• Eligibility requirements apply