Position Summary:HunaTek is seeking a Level II Special Assistant to provide advanced administrative, coordination, and communications support for our Department of State contract with the Bureau of Consular Affairs (CA), located in Washington, DC. This position is responsible for monitoring assignments and deadlines, analyzing and routing Department correspondence, tracking required clearances, reviewing materials for accuracy and compliance with Department standards, maintaining SharePoint and office communication tools, coordinating meetings and administrative activities, and supporting the timely flow of information among CA leadership, Department bureaus, congressional offices, and other stakeholders.
This position is contingent upon contract award.
Key Responsibilities- Collaborate with CA's Staff Assistants and Executive Assistants to monitor internal tasks, deadlines, and deliverables.
- Review and organize incoming Department memos, policy papers, press guidance, media notes, outreach toolkits, congressional reports (including yellow and purple borders), ALDACS and cables, information and action memos, FAM and FAH updates, safety and security updates, diplomatic notes, consular notification updates, STEP notifications, crisis-related guidance and talking points, and reports; prepare routing recommendations based on established Government criteria.
- Track the status of requisite clearances and formally tasked action items; provide reminders and report potential delays to designated Government personnel to support timely responses and Department deadlines.
- Conform to required style guides and pivot accordingly between different entities such as the 7th floor Line Style Guide, Department Branding Guidelines, and the spokesperson's office.
- Work closely with the CA Front Office, all CA directorates, other Department bureaus, and 7th floor staff to ensure timely and accurate flow of information and seamless coordination on top Administration policy and communications initiatives.
- Proofread documents for accuracy and completeness; ensure uniformity according to set guidance of all forms of correspondence written by CA/P units and staff including cables, memorandums, letters, and briefing papers before submission for formal clearances.
- Coordinate timely and effective paper and clearances that enable the Department's media, press guidance, talking points, congressional engagement, social media, and messaging campaigns to protect U.S. citizens and secure America's borders.
- Process incoming and outgoing materials such as correspondence, reports, and other written communication and operational documents; compose letters; review correspondence for accuracy and completeness; prepare public presentation outlines; develop standard or form letters and replies to inquiries from the general public.
- Compile input from CA/P for weekly activity reports and other requisite reports.
- Keep the CA/P Director informed at all times of the latest developments on matters requiring immediate attention.
- Serve as CA/P's SharePoint site expert; improve accessibility, archives, and functionality; provide regular training and briefings on SharePoint use to manage paper flow within and outside the Bureau.
- Track and edit events, process Government-approved user access additions or removals, and create and upload documents according to formatting and clearance guidance set by the CA Front Office and the Department.
- Provide administrative and coordination support to the Deputy Director for HR-related activities, including onboarding, hiring logistics, personnel action documentation, and bidding processes (personnel decisions and approvals remain the responsibility of authorized Government personnel).
- Assist with the flow of inquiries from congressional offices, other bureaus, and the White House; ensure routing to correct internal entities for drafting, review, and clearance.
- Perform other developmental, leadership, and training activities and assignments as applicable.
Secondary / Backup Duties- Prepare and maintain time and attendance documentation and leave/rotation tracking records for review and certification by authorized Government personnel.
- Manage office-wide email distribution lists, organizational calendars, and internal communication channels.
- Coordinate administrative onboarding and offboarding activities, including scheduling, documentation, and liaison with IT and HR, in accordance with Government direction.
- Coordinate office supply management and automation equipment maintenance; report requirements or issues to designated Government personnel.
- Assist with preparation, tracking, and administrative review of travel authorizations and vouchers; support travel planning (approvals and compliance determinations remain with authorized Government personnel).
- Coordinate high-profile meetings, seminars, and conferences, both domestically and overseas.
- Develop and maintain strategic stakeholder contact lists, including diaspora groups, industry leaders, media, and congressional offices.
- Oversee newsletter and email distribution list management, ensuring effective outreach and communication.
- Prepare and review meeting minutes for accuracy and completeness; route to authorized Government personnel for approval; track follow-up action items.
Special Knowledge, Experience, and Educational Requirements- Must be a U.S. citizen and possess and maintain a minimum SECRET clearance.
- Five or more years' experience working in federal government or other large organizations in governmental affairs preferred.
- Master's degree preferred; Bachelor's Degree required in any field.
- Proficient knowledge of SharePoint and Microsoft Office software (Excel, Word, PowerPoint, Access, etc.).
- Strong organizational, interpersonal, coordination, and communication skills.
- Ability to develop and apply advanced methods for organizational performance support, strategic planning, and interact with high-level government officials.
- Excellent customer service skills, including needs assessments, meeting quality standards, and evaluating customer satisfaction.
- Ability to interpret and analyze laws, rules, and regulations and apply complex regulatory materials.
- Ability to work independently and collaboratively to effectively interact with personnel at all levels.
- Ability to learn new systems and applications quickly.
- Ability to maintain composure and objectivity in stressful situations and when handling multiple inquiries.
- Experience working in a fast-paced, high-pressure environment.
Our Benefits:We offer a comprehensive benefits package designed to make sure our employees and their families have access to good health care, are insured against catastrophic health events, can put money aside for retirement and are able to maintain a healthy work-life balance. These benefits include:
- Comprehensive medical, dental and vision
- Long-term and short-term disability insurance and term life insurance
- 401(K) with safe harbor contribution
- Paid time off and 11 paid holidays
- Tuition and career development assistance
- A selection of voluntary benefits
This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification.
Pay Range: $130,000 - $142,000 per year
