Executive Assistant

Position description

Jefferson Consulting Group is seeking a Executive Assistant to support the Technical, Administrative, Programmatic Support (TAPS) contract. TAPS is a $65 million, 5-year contract providing long-term and short-term assistance to USAID’s Bureau for Resilience, Environment, and Food Security (REFS). 

At Jefferson, we are not just building a team; we are cultivating a community of exceptional individuals driven by a shared passion for innovation and excellence. Joining the Jefferson team means stepping into an environment that values collaboration, encourages creative thinking, and celebrates individual strengths. Here, you’ll find a vibrant culture that fosters sharing and connectedness where careers are nurtured, exciting and meaningful work is encouraged, and continuous learning from the smartest people in the industry.

Position Description: 

This position will serve as the executive assistant to the REFS Assistant to the Administrator in the REFS Front Office. The incumbent will perform a wide range of duties in direct support of the AtA, including managing the AtA’s calendar, scheduling and managing responses to invites from internal and external stakeholders, managing the AtA’s inbox to ensure documents and products are cleared in a timely manner, taking and maintaining meeting notes, distributing meeting agendas and materials and coordinating closely with the rest of the scheduling team in the REFS FO supporting the deputy assistant administrators, chief scientist and chief nutritionist and the senior advisors. The position will work in close collaboration with the REFS Chief of Staff who will help set priorities and work expectations and manage the performance of the incumbent. 

Responsibilities:

Operations and Administration

● Serves as an important resource to perform work of broad scope and complexity under the direction of the principals.

● Systematically coordinates, tracks, and completes office workflow to maintain an efficient operating environment.

● Develops and maintains accurate records and file management systems.

● Ensure conference room virtual meetings are set up in advance as needed.

● Makes appointments, travel arrangements, and itineraries; assembles or ensures that packets of information or briefing materials are prepared and oversees development of accurate expense statements.

● Exercises a wide degree of creativity and latitude in developing and coordinating projects on behalf of the principal.

● Relies on extensive experience and judgment to plan and accomplish project goals utilizing strong organizational skills.

● Participates in high level meetings and travel arrangements as needed.

● Support principals in managing payroll systems such as WebTA. 

Internal and External Communications

● Streamlines interactions with internal and external stakeholders on behalf of the principal.

● Uses a high level of discretion to manage calendars and controls access to the principal’s time, determining the importance of the issues for each meeting and following protocol procedures for contacting parties based on the preferences of the individual principal.

● Establish appointment priorities and reschedule meetings if needed.

● Monitors email for action items and gleans items from staff meetings and weekly reports that require action; creates a system to generate reminders of completion deadlines.

Travel Processing:

● Process travel requests on receipt of itineraries, including reservations, ticketing, and managing and processing visa and passport requirements.

● Obtain country clearances via email/cable as appropriate three days prior to departure date.

● Process travel vouchers and expense report processing including properly documenting travel in Agency’s electronic systems (i.e. E2i Solutions, FS-Trans).

● Maintain travel databases and track travel budgets; coordinate airline and hotel reservations.

Correspondence:

● Track executive correspondence and work with the USAID point-of-contact to ensure responses are transmitted in a timely fashion and properly formatted.

● Review Office correspondence for proper formatting as prescribed in official agency guidance.

● Produce documents requiring minimal edits prior to clearance and dissemination from Office.

● Ensure documents are correctly formatted according to approved templates.

● Distribute incoming mail and prepare mailings for Officers.

● Occasionally take notes as requested in meetings.

Qualifications

● A Bachelor’s degree and a minimum of three years of professional experience (to include internships) 

● A candidate may substitute years of experience In lieu of a Bachelor’s degree (an Associate’s degree plus a minimum of 8 years’ experience or a High School Diploma and 10 years’ experience)

● Ability to obtain a SECRET clearance

● Excellent oral, interpersonal, and written communications skills to effectively interact with government clients, high-ranking officials, and other stakeholders

● Strong prioritization and organization skills with keen attention to deadlines

● Excellent anticipatory skills and proactive approach to work

● Positive and professional attitude and demeanor

● Detail-oriented and interested in producing quality work products

● Proficiency in Google Suite of products or ability to learn

● Proficiency in Microsoft Suite of products including excel, word, and PowerPoint

● Experience with USAID, USG or other related organizations is a plus

Benefit Overview: 

• Health Benefits; Medical, Dental, Vision
• Retirement Plan Match
• Competitive Annual Leave Package
• Education Reimbursement
• Basic and Voluntary Life Insurance
• Disability Insurance
• Cafeteria Plan
• Employee Assistance Program (EAP)
• Domestic and Global Health Insurance
• Floating Holidays

Application instructions

Please be sure to indicate you saw this position on tendersglobal.net