Position Summary:HunaTek is seeking a Level III Special Assistant to provide senior-level executive, administrative, and program coordination support on our Department of State contract with the Bureau of Consular Affairs Front Office (CA/FO). This position supports the timely processing, tracking, quality review, and coordination of correspondence, briefing materials, policy documents, and other high-priority communications. The role facilitates information flow among CA leadership, directorates, Department bureaus, and other stakeholders, and supports SharePoint and records management activities. Additionally, the position assists with research, reporting, meeting and briefing preparation, task and clearance tracking, and coordination of time-sensitive inquiries to support efficient Front Office operations and informed Government decision-making.
This position is contingent upon contract award.
Key Responsibilities- Lead the end-to-end processing, tracking, and quality assurance of all CA/FO correspondence-cables, memoranda, briefing papers, policy documents, and high-visibility communications-ensuring adherence to Department standards and Front Office expectations.
- Manage the continuous, timely, and accurate flow of information between the Assistant Secretary (A/S), Principal Deputy Assistant Secretary (PDAS), Deputy Assistant Secretaries (DASes), and all CA directorates/offices. Ensure principals are consistently briefed on urgent issues and emerging developments affecting the Bureau.
- Oversee the clearance, routing, and prioritization of policy papers and memoranda between CA/FO and directorates. Identify deadlines, dependencies, and risks; prepare structured options and recommendations for leadership review.
- Review CA's daily intelligence briefings and information feeds. Flag critical items for Bureau principals and ensure the A/S remains fully informed on issues requiring immediate attention.
- Compile and synthesize weekly memoranda on consular issues for the Under Secretary for Management, coordinating inputs across directorates and ensuring accuracy and strategic relevance.
- Serve as the CA/FO SharePoint authority-designing workflows, maintaining document libraries and archives, implementing Government-approved permissions, and improving accessibility and functionality for all Front Office staff. Provide ongoing training and guidance to internal and external partners.
- Maintain and update the CA/FO Staff Assistant Guide, standard operating procedures, and paper-flow manuals, ensuring best practices reflect evolving Department standards.
- Prepare, review, and refine complex briefing materials for senior officials, including strategic reports, public presentation outlines, decision documents, and executive-level correspondence.
- Support top-level CA/FO communication and policy initiatives, coordinating with CA directorates, other Department bureaus, and 7th floor offices. Draft high-level communications, talking points, and summaries for approval.
- Conduct targeted research and analysis on urgent issues; develop concise summaries and recommend courses of action for leadership consideration.
- Support developmental, leadership, and training activities for CA/FO staff at the direction of CA/FO leadership personnel.
- Coordinate high-priority inquiries from congressional offices, Department bureaus, and the White House. Ensure accurate routing, manage drafting and clearance timelines, and escalate delays as needed.
Secondary / Backup Duties- Prepare and maintain time and attendance documentation and leave/rotation tracking records for CA/FO leadership review and certification.
- Manage office-wide calendars, distribution lists, internal communication channels, and workflow coordination tools.
- Support administrative onboarding and offboarding of CA/FO personnel, liaising with HR and IT on logistics and documentation under CA/FO leadership direction.
- Track supply needs, manage automation equipment coordination, and elevate issues to authorized CA/FO personnel.
- Assist with travel authorization/voucher preparation, tracking, and administrative review; support planning for domestic and overseas travel.
- Lead coordination of high-profile meetings, seminars, and conferences involving senior U.S. officials and external stakeholders.
- Maintain strategic contact lists for internal and external stakeholders, including industry partners, diaspora organizations, and congressional offices.
- Prepare accurate and complete meeting minutes, route for approval, and track follow-up actions.
Special Knowledge, Experience, and Educational Requirements- Must be a U.S. citizen and possess and maintain a minimum TOP SECRET clearance.
- Master's Degree preferred; Bachelor's Degree required.
- Minimum 5 years of experience in governmental affairs, public affairs, executive-level coordination, or strategic communications. Experience within the Department of State preferred.
- Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint, Access). Experience with SharePoint preferred.
- Exceptional organizational, communication, writing, and editing skills.
- Demonstrated ability to develop, refine, and manage high-level strategic communications for senior audiences.
- Strong interpersonal and coordination capabilities; able to work effectively across multiple Department levels.
- Proven leadership in coordinating contractor team activities, including mentoring/training, without supervising employees.
- Strong analytical skills, including the ability to interpret and summarize complex regulatory or policy materials for decision making.
- Ability to manage multiple high-priority tasks simultaneously while maintaining composure under pressure.
- Commitment to professionalism, discretion, and objectivity in fast-paced, sensitive environments.
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: $150,000 - $160,000 per year
