Job description
- The incumbent reports to the Deputy Directorate Chief (Deputy) and is responsible for the administrative functioning of the office and in managing projects and initiatives related to the China Directorate’s mission.
- Provides administrative support to the China Directorate Chief (Chief), Deputy and China team, including but not limited to travel, time keeping, logistics arrangements for meetings, as well as managing the Chief’s and Deputy’s calendars.
- Maintain liaison – as needed – with senior officials both within and outside of the Department. Make independent decisions on selected matters that can be resolved with own expertise. If necessary, task bureaus and offices in anticipation of the Chief’s and Deputy’s needs.
- Administer the preparation of materials for use by the China team at high level and sensitive meetings and conferences, gatherings, and public appearances both within the United States and abroad.
- Prepare confidential background material and reports for the Chief’s and Deputy’s use in preparing them for meetings with other USG officials, leaders and high-level officials of foreign governments, White House staff, and Members of Congress.
- Review, analyze and screen incoming correspondence, routing issues of overriding and central importance to the Chief and Deputy and all other correspondence to other appropriate staff members.
- Maintain and oversee the Chief’s and Deputy’s calendar to ensure that priority needs are considered and met.
- Escort officials to see the Chief and Deputy to ensure that they get to their meetings in a timely manner.
- Screen visitors and telephone calls for the Chief. Monitor Chief’s email for priority correspondence.
- Assist the Chief, Deputy and China team members with travel arrangements.
- Prepare the Chief’s, Deputy’s, and team members’ travel vouchers for reimbursement upon returning from travel.
- Assist with office functions, planning, and logistical support.
- Schedule conference rooms/VTCs for China team member’s meetings. Process visitor request for team member’s meetings.
- Coordinates with relevant security officials to pass security clearances for China team members.
- Represent China team at functional and thematic meetings as necessary, serving as a note-taker and advocating on behalf of China team equities, as directed by the Chief or Deputy.
- Working across the team, guide knowledge management strategies and execution, including ensuring appropriate data management, as well as identify and coordinate technologies that can improve communication across the team and within GEC.
- Perform other duties as necessary within scope of work.
- Good command of professional communications, especially the written and spoken word.
- Strong, timely, and precise organizational skills and multi-tasking abilities.
- Willingness to work to tight deadlines; ability to work effectively as part of a multicultural and interagency team
- Strong ability to have a flexible, team-oriented approach to work.
- Excellent ability to build and maintain strong working relationships with colleagues.
- Exposure to U.S. foreign affairs, agencies, and/or international organizations.
- The contractor will have a good command of professional communications, especially the written and spoken word.
- Other required skills are strong writing skills, willingness to work to tight deadlines; ability to work effectively as part of a multicultural and interagency team; command of Microsoft Office applications.
- The contractor will be flexible, adept at multitasking, and able and willing to build new skills and knowledge in a rapidly evolving political and technical environment.
Supervisory Responsibility
- No additional supervisory Responsibilities separate from what has already been noted
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- Must be able to remain in a stationary position 75% of the time.
- Occasionally moves about inside the office to access file cabinets, office machinery, etc.
- Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
- Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
- Frequently moves standard office equipment up to 25 pounds.
- Must be able to work indoor conditions 90% of the time.
Position Type/Expected Hours of Work
Travel
Experience
- Experience in tracking document flow and clearance processes and distribution of documents to appropriate personnel.
- Experience in overseeing organizational processes and procedures.
- Demonstrated skills in program task management, operating procedures, oversight, and monitoring.
- Experience in tracking document flow and clearance processes and distribution of documents to appropriate personnel.
- Facility with standard software, including the complete Microsoft Office Suite (Word, Excel, Access, PowerPoint, SharePoint), and an ability to learn other software, if needed.
Education
- Level II Bachelor’s Degree or Equivalent 2-3 years
Security Clearance
AAP/EEO Statement
Other Duties
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