Administrative Assistant

Job Title

Administrative Assistant

Location

Washington, DC 20037 US (Primary)

Category

Administrative / Clerical

Job Type

Full-Time

Career Level

Staff

Education

Bachelor's Degree

Travel

Security Clearance Required

TS

Job Description

• Manage scheduling, calendars, travel plans, and classified meetings, ensuring strict adherence to security protocols.
• Review and certify the entry of time and attendance records for assigned federal employees utilizing Service Now and WebTATEL.
• Maintain secure filing systems and oversee information governance to ensure compliance with classification policies and precise organization of critical materials.
• Facilitate effective communication between project teams, leadership, and external agencies, ensuring timely and accurate information exchange.
• Identify and resolve operational challenges related to project planning and timely execution of deliverables.
• Provide executive-level administrative support, managing schedules, meetings, and secure travel logistics for Department of State leadership through the contractor.
• Handle and safeguard classified and sensitive information, ensuring full compliance with Department of State and federal security protocols.
• Draft, edit, and prepare high-level correspondence, reports, and presentations, ensuring accuracy, clarity, and alignment with stakeholder requirements.
• Maintain and update secure document control systems, ensuring the proper tracking and handling of classified documents in accordance with security and contractual guidelines.
• Monitor and track project deliverables, deadlines, and compliance requirements, providing regular updates to leadership for efficient workflow management.
• Coordinate and organize classified meetings, briefings, and conferences, managing all logistics and ensuring appropriate security clearances for attendees.
• Provide logistical and operational support, including procurement processes, office inventory management, and document control to ensure smooth project operations.
• Prepare, maintain, and archive documentation, including reports, action items, and briefing materials, ensuring compliance with contractor and Department of State standards.
• Track and report on project metrics, including performance, compliance, and budgetary data, ensuring accuracy and adherence to project timelines and objectives.
• Ensure seamless administrative functions by troubleshooting workflow, deadline, and document processing issues as they arise.

Job Requirements

Education:

• Bachelor’s degree in Business Administration, Information Management, or a related field preferred.

Professional Experience: -

• 3-5 years of administrative experience supporting executive leadership, preferably within a government or defense contracting environment.
• Experience working in high-security environments, particularly with classified or sensitive information.
• Familiarity with project management support, including tracking deliverables, deadlines, document management systems and budgets.

Industry Knowledge:

• Knowledge of Department of State processes and procedures, or experience working in a federal contracting environment.
• Familiarity with information management, document control, or declassification processes is highly desirable.
• In-depth and/or technical communications to include knowledge of the appropriate communications protocols, policies, practices, and methods to explain highly sensitive issues surrounding agency policies and procedures, senior executive level positions, media releases, employee concerns, and other general inquiries. 

Skills:

• Strong organizational and time-management abilities with the capacity to handle multiple tasks and prioritize effectively.
• Excellent verbal and written communication skills, including the ability to draft, edit, and format high-level correspondence and reports.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management systems.
• Proficient in using SharePoint as an end-user for task management (create, edit, manage documents, list, and libraries).
• Strong attention to detail, especially regarding the handling of classified and sensitive information.
• Ability to coordinate across multiple teams and communicate effectively with leadership and external agencies. - Capable of managing multiple tasks simultaneously in a fast-paced environment.

Certifications: - Top Secret (TS) Security Clearance is required. - Certified Administrative Professional (CAP) or similar certification may be preferred, but is not required.

We are equal opportunity/affirmative action employers, committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or protected veteran status, or any other protected characteristic under state or local law.