PGI Program Assistant-503683

This is a non-personal services task order to provide Administrative, Analyst and Advisor Services that shall support the Bureau of European and Eurasian Affairs.  The United States Government shall not exercise any supervision or control over contractor personnel, who are the service providers performing the services described herein.  Such task order service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

Job Duties:

• Prepares and/or edit organizational charts, memos and other general office documents and material as required.
• Attends meetings, capture, and distribute minutes derived from the meeting.
• Prepares and/or edit standard operating procedures.
• Displays knowledge of clerical procedures used to perform the work.
• Uses judgment in locating, selecting, and applying the most appropriate authorized alternative among the various guidelines covering similar situations. 
• Refers situations involving significant deviations from established guidelines, or the absence of adequate guidelines, to supervisor.
• Proofreads documents before returning it to the drafter in order to eliminate typographical errors. 
• Works from draft, edited, or previously documents to record, update, and print required documentation.
• Works from draft or edited documents to record, update, and print required documentation and produce monthly reports. 
• Maintains record of work accomplished, files and document completed work, and works in cooperation with others in large, complex publication efforts. 
• Coordinates and provides administrative support for conferences and meetings.
• Oversees all aspects of travel to support the Ambassador and Deputy Chief of Mission to include coordinating all logistics, transportation needs and generation of government travel orders and vouchers.
• Performs special assignments on request, providing substantive support and assistance to the Management team.
• Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.
• Maintains executive's appointment schedule by planning and scheduling meetings, small conferences, and teleconferences.
• Submits time and attendance through WebTatel for civil service and foreign service officials.
• Compiles, edits and submits FS and CS annual performance evaluation documents into the HR Database.
• Prepares and submits taxi vouchers and other reimbursables to budget office.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintains customer confidence and protects operations by keeping information confidential.
• Prepares reports by collecting and analyzing information.
• Provides historical reference by developing and utilizing filing and database systems.
• Distributes and maintains the daily office calendar.
• Maintains office supplies inventory; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Works with the Staff Assistants and Executive Assistants to monitor internal tasks, deadlines, and deliverables.
• Manages the continuous and smooth flow of information, such as cables, correspondence, briefing papers, and memoranda; ensures that the Executive Director and Deputies receives relevant information in a timely manner.
• Serves as SharePoint site expert and works to improve accessibility, archives, and functionality, provides regular training and briefings on use of SharePoint to manager paper flow to staff within and outside the Mission.
• Serves as back up to the Assistant Secretary’s Executive Assistant when out of the office.
• Prepares and delivers briefing books for Front Office executives.
• Manages email groups and distribution lists in Outlook and other software.
• Coordinates with the Executive Office to update the office social media sites, organization and phone charts.

Requirements

• High school diploma and must have a minimum of five (3) years office experience and supporting high level officials OR 4 years of directly related administrative and technical experience.  
• Active Top-Secret Clearance Required.   
• Experience with EZ and E2 Travel Systems 
• Knowledge of office management systems and procedures 
• Excellent time management skills and ability to multi-task and prioritize work in a fast-paced office environment 
• Excellent customer service skills 
• Attention to detail and problem-solving skills 
• Excellent written and verbal communication skills 
• Strong organizational and planning skills
• Proficiency in MS Office, and Teams, ZOOM, and WebEx platforms

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.  

Benefits

Benefits Include:

• Covers 100% of employee benefit premiums, including Medical (PPO or HDHP Option), Vision, Dental
• Matching 401K
• Short- and Long-Term Disability
• Pet Insurance
• Professional Development/Education Reimbursement
• Parking and Transit Benefits for NY, NJ, ATL, and DC Metro areas

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.