Administrative Assistant IV

The mission of the Department of State Bureau of Budget and Planning (BP) is to effectively justify and manage the Department's resources by delivering timely, accurate, and actionable information and advocate for the Department to receive adequate resources to fund programs, projects, and activities to meet its mission. The Director of BP (Assistant Secretary-equivalent) leads the Bureau and reports to the Under Secretary for Management. BP consists of the following offices:

Office of Resource Planning and Budget Information (RPBI)

Office of Budget Analysis (OBA)

Office of Performance and Planning (OPP)

Direct Front Office of the Director (FO)

Under this task order, the Contractor will provide professional and administrative support services to BP to ensure effective and efficient Bureau operation. Support services include but are not limited to logistics, finance, workforce analysis, management, operations, information technology, data management, administrative and executive services.

Responsibilities:

• Establishes and maintains contacts with the executive assistants/management support personnel throughout the Department:
• Assists the Chief of Staff in coordinating and scheduling meetings for the Director and other BP Front Office (BP/FO) principals
• Helps maintain the calendar of the Director and other BP/FO principals
• Proactively searches for upcoming calendar/meeting conflicts and resolves scheduling conflicts
• Ensures that materials/documents are prepared and disseminated or obtained in advance of any scheduled meetings
• Helps develop and review internal operating procedures to ensure that paper is routed and cleared for external stakeholders in a timely and accountable manner.
• Provides executive assistant support to the Director, Chief of Staff, and other Front Office principals, as required.
• Prepares Action Memos for approval and signature.
• Keeps the Chief of Staff advised of developments and progress of pending issues.
• Performs special assignments for the Chief of Staff involving analysis, compilations and summarization, as needed. This includes but is not limited to the following:
• Providing programmatic support in developing novel approaches to overcome obstacles to Front Office operations and activities.
• As part of a team, assists in planning and conducting special studies as directed, with the intent of providing advice to managers on BP functions. May also be tasked to plan and conduct studies for efficiency of operations ranging from single organizational units to entire programs.
• Fields research questions from BP/FO and conducts in-depth research of authoritative publications including the Foreign Affairs Manual, Foreign Affairs Handbook, Code of Federal Regulations, U.S.C. and other relevant sources to address inquiries of the BP/FO.
• Schedules interviews with prospective department employees and assists with onboarding new employees as well as the development of robust onboarding procedures
• Assists the Chief of Staff in planning and coordinating bureau projects and/or processes.
• Provides office management support services, ensuring that the work environment is professional
• Compiles and maintains records of business transactions and office activities, performing a variety of clerical duties.
• Copies data and compiles/organizes records and reports.
• Files documents.
• Prepares agendas for reoccurring meetings.
• Schedule's meetings/conference calls, coordinates conference room schedules, sets up video conferencing or conference calls when needed
• Operates office machines, such as PCs, calculator, photocopy machines, scanning equipment, and fax machines.
• Takes minutes at meetings and/or briefings.
• Other duties within the scope of the resulting Task Order as assigned by the COR.

Requirements

• A minimum of three (3) to five (5) years of relevant experience in at least one of the following capacities: administrative and executive support services, office management support services, management and/or program analysis
• Bachelor's degree in a relevant field
• Highly proficient with Microsoft Office's Word, Excel, SharePoint, Teams, and PowerPoint
• Ability to work both independently and with others
• Strong attention to detail
• Ability to multi-task
• Work under tight deadlines
• Excellent organizational, interpersonal, and communication skills (both written and oral)