Executive Assistant

Overview

The Department of State’s Office to Monitor and Combat Trafficking in Persons (TIP) leads U.S. efforts to address modern slavery worldwide by promoting justice for survivors, holding perpetrators accountable, and reducing vulnerability to exploitation. Through diplomacy, policy coordination, foreign assistance, and international partnerships, the office advances a comprehensive strategy to eliminate trafficking. It also publishes the annual Trafficking in Persons Report, which assesses government responses around the world and offers tailored recommendations to drive progress.

Responsibilities

The Executive Assistant supports a wide range of administrative and operational functions essential to ensuring efficient office management and program execution. Responsibilities encompass document preparation, meeting coordination, data management, and administrative process improvement in support of office and programmatic objectives. The candidate must be capable of identifying, analyzing, and executing accepted principles, methods, and guidelines of routine and specialized administrative tasks and functions.

• Prepares, analyzes, and assists in delivering administrative support to staff and management.
• Proofreads, edits, and standardizes documents.
• Coordinates and executes in-person and hybrid meetings and timely disseminates meeting details, and relevant materials to all stakeholders.
• Drafts special analyses, reports, surveys, inquiries, and evaluations under the general direction and supervision of management.
• Provides general staff support for presentations, conferences, and programs.
• Prepares oral and written reports and presentations that present clear, concise, and effective, analytical results of evaluations and studies.
• Drafts and evaluates standard operating procedures (SOP); presents ideas and recommendations for new SOPs.
• Assists with drafting and clearing a variety of documents, including Action and Decision Memos, Funding Opportunity Notices, and Congressional Notifications.
• Makes significant recommendations for improved work methods, records and files management processes, procedures for administering administrative services, guidelines and procedures.
• Provides administrative assistance to managers, supervisors, and employees on matters pertaining to travel, professional development training, time and attendance, equipment, supplies, office space, telecommunications, and general logistics support.
• Tracks and oversees proper file retention and destruction practices related to federal records.
• Routinely updates SharePoint site, shared drive, databases, and other relevant filing systems with federal records.

Qualifications

Skills/Qualifications: The candidate participates in routine and recurring meetings and drafts status reports for management to identify action items and report on the status of action items until completion. The incumbent provides routine status updates on tasks in an electronic format to be reviewed by management. This report should show the status of tasks, initiatives, and project plans. The role requires strong organizational, communication, and analytical skills to carry out tasks that support leadership, facilitate internal coordination, and promote adherence to established policies and procedures. Secret clearance required.

Education and Experience:

• AA or BA in Foreign Relations or related subject
• 3 years of relevant experience

Clearance Requirement: Secret clearance required. Must be a U.S. citizen. 

Physical Requirements: The ideal candidate must at a minimum be able to meet the following physical requirements of the job with or without a reasonable accommodation:

• Ability to perform repetitive motions with the hands, wrists, and fingers.
• Ability to engage in and follow audible communications in emergency situations.
• Ability to sit for prolonged periods at a desk and working on a computer.