Job Title
PMO Program Assistant
Job Description
The Program Assistant supports the Department of State (DOS) Bureaus of Near Eastern Affairs and South and Central Asian Affairs (NEA-SCA) Joint Executive Office (NEA-SCA/EX) under TORP 26-028, NEA-SCA Professional Support Services. The Program Assistant provides program management and executive-level administrative support to the Post Management Officers (PMOs), including scheduling and visitor coordination, TDY travel facilitation, preparation and clearance of memoranda and correspondence, document control, and execution of small projects on behalf of the seven NEA PMOs and the senior officials and ambassadors they support. Work is performed at the Harry S. Truman Building in Washington, DC, in office with remote/telework as needed.
The salary range (or hiring range) for this exempt position has been established at:
$100,000- $110,000.
The above salary range represents the company's good faith and reasonable estimate of the range of possible compensation at the time of posting. In addition, we offer a variety of benefits including company holidays, paid time off, health insurance, dental insurance, vision insurance, life and disability insurance, tuition reimbursement, as well as 401K with company match. This job will be posted until filled or withdrawn.
Essential Functions and Responsibilities- Receive, screen, schedule, and refer calls and visitors from the public, the Department, and other agency personnel; independently develop and fully coordinate scheduling and appointment requests on behalf of PMOs and senior officials, including ambassadors, confirming all appointment elements with the appropriate staff, offices, and officials
- Schedule appointments and make commitments for PMOs to attend meetings, luncheons, and similar events; reserve rooms and telephone/video conference lines; send invitations, confirmations, and reminders; and update all parties when changes are necessary
- Draft and maintain detailed consultation schedules for visitors and NEA customers, including incoming ambassadors and other senior leaders, and share continually updated schedules with the appropriate stakeholders
- Facilitate TDY travel of SCA staff to NEA posts by coordinating passport and visa applications, travel authorizations, country clearance requests, travel vouchers, and related paperwork in accordance with U.S. Government and Department of State travel regulations, using Department systems such as E2 Solutions and ECC
- Maintain close professional contacts with NEA desk officers and the NEA Front Office to facilitate urgent passport and visa requests
- Develop and execute small projects, such as data compilation and the organization of large meetings; independently complete project- and responsibility-related tasks, seeking guidance when needed
- Develop and maintain professional relationships with counterparts in other State Department offices, including the desk officers for all NEA countries, to facilitate meeting management and problem-solving
- Prepare memoranda for senior Department officials on management- and operations-related issues; track and support the clearance of those memoranda and coordinate all lateral clearances required for approval
- Process and review all incoming and outgoing letters, memoranda, and related correspondence; compose and edit letters, reports, and general office memoranda for publication/distribution on behalf of the seven NEA PMOs; prepare and maintain public presentation outlines; and develop standard or one-of-a-kind letters in response to inquiries
- Represent the office and take notes at in-person, telephonic, and video meetings with multiple offices; digest complex subject matter and produce clean, clear, and concise written and oral summaries, draft e-mails, notes, and memoranda from scratch, following up for clarification as needed
- At PMO direction and in coordination with overseas Department of State staff, draft correspondence, cables, action memos, and appointment requests for ambassadors and other embassy leadership meeting with senior Department officials in Washington, DC
- Maintain accurate e-mail distribution lists for SCA Embassy Front Offices and Management Officers overseas, NEA-SCA/EX PMOs, clearances, and taskers; maintain PMO-related rosters, organizational charts, task forces, and lists
- Coordinate PMO document control management and archives on SharePoint and office shared drives; quickly learn other proprietary office systems for knowledge management and to facilitate the clearance process for formal memoranda within the Department
- At PMO direction, send e-mail requests for information to various offices and overseas embassies to maintain up-to-date information and files
- Independently handle the professional production and collation of hard-copy bureau documents for VIP customers, including ambassadors; assist PMOs in compiling and obtaining clearances for briefing materials for the interagency, Seventh Floor principals, the NEA Front Office, Congressional delegations, the OIG, GAO, and other high-level visitors; and assist PMOs in researching answers to specific bureau questions
- Work with PMOs and embassy officers to review regular reports and data sources to analyze trends in management, operations, and budgets
- Facilitate processing of official photo shoots for senior officials and badge renewal requests for authorization by NEA/EX officers
- Facilitate a smooth and warm welcome, introduction, and onboarding for new PMOs and other NEA staff joining the office, whether temporarily or permanently
- Assist other NEA-SCA/EX staff in coordinating requests, orders, and receipt of administrative and desk supplies; maintain office files, electronic or hard copy, as required
- Other duties as required by the team and/or assigned by NEA-SCA/EX leadership
Travel Requirements
0 - 10%
Job Requirements
Qualifications and Requirements - Excellent oral and written communication skills, with a demonstrated ability to produce flawless, consistently formatted draft and final documents, e-mails, notes, summaries, and memoranda free of grammatical and typographical errors
- Detail-oriented with a customer-focused approach, to include a people-first attitude, problem-solving, and the highest standards of personal and professional ethics
- Takes initiative, works proactively, and engages with office mates and others to accomplish work requirements
- Ability to work under pressure and meet tight or short deadlines
- Ability to independently manage multiple competing priorities, including complex calendars and scheduling for multiple senior officials
- Ability to attend meetings with multiple offices and digest, process, and summarize complex subject matter clearly and concisely, both orally and in writing
- Thorough knowledge of the standard Microsoft Windows and Microsoft Office software suite (e.g., Word, Excel, PowerPoint, Outlook) and related computer-based programs, including SharePoint and shared-drive file management
- Ability to quickly learn proprietary Department systems, including travel and clearance systems, if not already familiar with them
- Knowledge of and skill in the use of virtual meeting platforms, including Microsoft Teams, Webex, and Zoom, with the ability to adapt to other remote work tools
- Ability to work independently and/or as a member of a team and to effectively interact with personnel at all levels, including ambassadors and other senior Department officials
- Desired Qualifications:
- Experience with Department of State travel systems (E2 Solutions, ECC) and U.S. Government/Department of State travel regulations (FTR/FAM) (preferred)
- Prior experience supporting a Department of State bureau executive office, front office, or Post Management function (preferred)
- Familiarity with the Department of State memorandum clearance process and cable drafting (preferred)
- Must possess and maintain an Active Secret Security Clearance
- Must have authorization to work in the United States as defined by the Immigration Reform Act of 1986
Category
Program / Project Management
Location
Washington, DC (DOS) - Washington, DC 20006 US (Primary)
Education
Bachelor's Degree
