Program Support Assistant

Overview:

The Office Administrator/Program Support Assistant reports directly to OES/ATL personnel.

The Office Administrator shall work directly with the OES/ATL team at the U.S. Department of State (DoS) to provide logistical, administrative, and programmatic support to advance U.S. foreign policy goals pertaining to Atlantic cooperation.

Responsibilities:

• Carry out special assignments that require a high degree of tact and diplomacy and require knowledge of Bureau and State Department procedures.
• Maintain OES/ATL calendar and schedule meetings, both internally and externally, and speaking engagements.
• Ensure time and attendance on Web Time and Attendance via Telecommunications (Web TATEL aka TATEL) is accurate for OES/ATL
• Serve as the Travel Arranger for the OES/ATL individuals, as necessary, including preparing travel authorizations, obtaining visas and making
• reservations; working with the OES-DRL/EX Travel Team in closing out travel vouchers; and uploading receipts.
• Maintain business contact lists and track consultation read-
• Support events and conferences, including:
• Arrange conference services for interagency and international meetings, including by pre-clearing visitors into the building, scheduling conference rooms; verifying participation and helping escort visitors; creating name tent cards; assembling briefing books; making lunch or refreshment break reservations.
• Coordinate with protocol, the General Services Management office, conference room coordinators, Facilities Management office, 8th floor managers, and caterers.
• Coordinate with EX on funding, including representational
• Manage event invite and access lists and deadlines, tracks event participation and guest lists using best available technology
• Bring new innovation and tools to event
• Find venue space and contacts for
• Coordinate logistics, materials, and program management
• Apply editorial skills and knowledge in proofreading and edit completed work to ensure that the proper clearances and coordination have been obtained and completed assignments meet objectives.
• Assist in developing and maintaining OES/ATL presence on the Bureau SharePoint website.
• Manage OES/ATL taskings; proofread and properly format papers submitted for FO review.
• Provide courteous and responsive service to visitors and callers, including by answering the phone and buzzing visitors into the suite, and escorting visitors for the OES/ATL and others as appropriate within the building.
• Run occasional errands, related to State Department business, as well as photocopying and faxing documents.
• Make repair, cleaning, and physical maintenance requests, as
• Provide escort to building support staff (e.g. Janitorial, ), as appropriate.