Executive Assistant

Description

EXECUTIVE ASSISTANT

CLASSIFICATION: Exempt

SECURITY CLEARANCE REQUIRED: Secret

PAY RANGE: $78,000 - $87,000 annually

LOCATION: Florida Regional Center 4000 N Andrews Avenue Oakland Park, Florida 33309

WORK HOURS/DAYS: 8am-4:45pm/Monday-Friday (On-Site)

REPORT TO: Contract Supervisor

The Executive Assistants will provide professional support to the senior-level Department of State staff members and be responsible for various administrative duties.

Qualifications

• Strong verbal and written communication skills.
• High degree of professionalism in dealing with diverse groups of people.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Manage the executive’s daily calendar, provide morning briefing of the day’s activities, and provide reminders.
• Self-motivated, professional and capable of managing their workload and prioritizing tasks in a fast-paced environment
• Fluency in both English and Spanish (written and verbal) required, with the ability to effectively communicate with diverse populations and handle bilingual documentation as needed.
  
  

Duties/Tasks

• Provide dedicated support to the senior-level Department of State staff and be responsible for performing a number of administrative duties.
• Create and manage a travel itinerary, provide coordination with the destination location, and support for subsequent changes.
• Coordinate logistics for Government travel: book tickets, hotels, and rental vehicles; estimate per diem; and voucher travel upon return.
• Schedule meetings and appointments and coordinate executive communications, including taking calls, responding to emails and interfacing with internal and external customers.
• Prepare internal and external documents using a variety of Microsoft Office software.
• Assist with travel arrangements using online Travel Manager System (E2).
• Track and report official time and attendance records through Time and Attendance Electronic System (TATEL).
  
  

Requirements

• Department of Defense Secret Clearance
• Bachelor’s Degree, and two (2) years of experience; or
• Four (4) years serving in a similar capacity reporting directly to a senior management staff member.
• Proficient in the Microsoft Suite of Office Products (i.e., Word, PowerPoint, Excel, Teams, SharePoint and Outlook).
• Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities.
• Demonstrated ability to prioritize and organize simultaneous duties.