Compensation Overview

About the Position

Seeking an Executive Assistant to provide administrative support and expertise to the Asia Bureau Front Office.  The successful candidate will provide support to the bureau’s front office, performing a variety of complex administrative and analytical duties.  These duties include managing travel arrangements, bureau leadership’s meetings, coordinating efforts of technical and support personnel.  The Executive Assistant must be comfortable managing multiple, competing tasks and performing these duties in a fast-paced environment under pressure from multiple principals in the Bureau. Applicants should possess a working knowledge of USAID and its corporate procedures, policies, and guidelines. The start date is immediate.

The Bureau for Asia’s Front Office directs and supervises the Bureau, reviewing programs and allocating resources among the Bureau’s offices. The Front Office has the ultimate responsibility for the quality of the Bureau’s programs and capacity of its offices. It provides leadership on programmatic initiatives and activities, ensuring they complement the broader goals of USAID and are compliant with legislation and Agency regulations.

Responsibilities

As an Executive Assistant, you will directly support the Assistant Administrator (AA) and the Chief of Staff of the Bureau.

Tasks and responsibilities include:

• Coordinate travel arrangements for the AA and Chief of Staff.
• Provide administrative and office support for assigned supervisor/manager or senior staff member.
• Perform office administrative functions such as receiving, answering and routing telephone calls, setting up and maintaining alphabetical, numerical and/or subject files, maintaining calendars and coordinating meeting times, scheduling conferences and conference room facilities, booking off-site meeting locations, sending out invitations and keeping track of responses, creating and distributing meeting agenda, taking minutes during meetings and distribute them to attendees as appropriate and logistical arrangements for meetings and conferences;
• Manage the transmittal of incoming and outgoing memos.
• Research and obtain information for routine and moderately complex reports and special assignments.
• Coordinate the routing of documents/memos through the approval chain, following up on pending details, and ensuring deadlines are met.
• Provide records maintenance and other duties as assigned related to area(s) of responsibility.
• Maintain supplies for the front office, proactively coordinate with the Administrative Management Staff (AMS) to restock items that may be in short supply or out of stock.
• Work with the AMS Office to ensure IT and all other office equipment is functioning properly, updated as needed, and/or clean and presentable.
• Help ensure timecards are processed on time.
• Support USAID coordination efforts with other donors, NGOs, civil society groups, government officials, and other actors as needed.
• Maintain awareness of events and programs in which the AA or other senior staff member(s) are involved to ensure consistency in communications and tasking requests.
• Maintain awareness of the other Agency leadership’s calendars, events, and programs to work directly with other Agency Front Office staff and ensure regular dialogue and sharing of information.
• Edit for form and style to ensure documents are grammatically correct. Make recommendations for additional clearances or changes to classification, as appropriate.

Qualifications 

• Active secret-level security clearance
• Bachelor’s degree and three (3) years of professional office experience or a master’s degree and two (2) years of professional experience.
• Proficiency in the use of Microsoft Office, Internet, and e-mail applications (Google/Outlook) is required.
• Experience in the use of database applications is required.

Preferred Qualifications

• Knowledge of USAID and/or US Government administrative procedures
• A team player with the ability to learn quickly, with minimal guidance
• Excellent written and oral communication skills
• Superior organizational skills
• Expert experience managing multiple tasks at once