Summary
The Bureau of Education and Cultural Affairs (ECA) requires an Administrative Assistant IV (Senior Executive) to support the Deputy Assistant Secretary of State for Preservation and Global Platforms. Support includes, but is not limited to, all functional roles of an Administrative Assistant, from daily scheduling, drafting memos, coordinating taskers, to travel, budget, and project management, as well as other functions that directly assist the Deputy Assistant Secretary for Preservation and Global Platforms, as well as the offices under the ECA Deputy Assistant Secretary for Preservation and Global Platforms. Support to the Principal Deputy Assistant Secretary, the Assistant Secretary, and others in the ECA Front Office will also be required. Note that the Deputy Assistant Secretary of State for Preservation and Global Platforms may also occasionally serve as the Acting Principal Deputy Assistant Secretary. Exceptional critical thinking, writing and organizational skills is required, as well as the ability to prepare senior principals for a vast array of meetings, engagements, and events
Responsibilities
Provides support directly to Deputy Assistant Secretary level and above.
Conducts research, drafts, and edits written materials such as correspondence, memoranda, speeches, reports, newsletters, and briefing papers.
Facilitates briefing checklists, briefing papers, and briefing books in preparation for an array of meetings and events.
Helps to coordinate and staff diplomatic and other high-level meetings, consultations, and liaison engagements, including those with ministers of foreign countries. Support may include researching and preparing background information on attendees and developing meeting agendas, as well as providing arrangements for security clearances, VIP parking, and building access, or an online meeting solution, as needed.
Cooperates and collaborates with ECA Front Office Staffers in managing the many duties and deadlines involved in supporting the Assistant Secretary and other senior leadership in the bureau.
Prepares the Deputy Assistant Secretary, for meeting with principals and others in attendance for any event. May serve as notetaker for meetings.
Compiles background memoranda, talking points and scenarios, and briefs the Deputy Assistant Secretary, or other assigned principal, in advance of meetings, events, or conferences.
Helps to prepare and coordinate representational events and conferences, including assisting with the planning, budgeting, coordinating, and recruiting of volunteers, working on event material’s content and graphics, as well as providing onsite support.
Supports and escorts principals at representational events, including evening or weekend events. This may include serving as the control officer.
Serves as a liaison for the Deputy Assistant Secretary. Helps to manage the Deputy Assistant Secretary’s calendar and assists in the coordination of meeting schedules, reservations for events, booking transportation, confirming attendees, tracking briefing materials, and sending events information to Public Affairs for the Public Schedule, as well as requesting photographers or other social media support for meetings.
Works directly with the ECA Front Office, and Program Office staff, and/or Posts in the planning, preparation, and conduct of sensitive and/or complex domestic and foreign executive travel. This may include traveling with the Deputy Assistant Secretary or other principal, including the Assistant Secretary.
Provides analytical and logistical support for Bureau projects and/or activities, to include helping to formulate, plan, manage, and execute projects and activities.
Reviews meeting, briefing, speaking or travel requests, advises on priorities and any controversial or other issues, and helps plan and set the Deputy Assistant Secretary’s schedule and activities related to these requests.
Tracks taskers and other requirements to ensure the Deputy Assistant Secretary is appropriately responsive to all required DAS-level clearances and above.